RHODE ISLAND MEDICAL ASSISTANCE CLAIM REIMBURSEMENT ... · Reimbursement Guidebook for Early...

RHODE ISLAND MEDICAL ASSISTANCE

CLAIM REIMBURSEMENT

GUIDEBOOK for

EARLY INTERVENTION SERVICES

July 1, 2019

Rhode Island Medical Assistance Claim Reimbursement Guidebook for Early Intervention Services - July 1, 2019

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Contents

I. INTRODUCTION AND BACKGROUND............................................................................................ 2

I.1 Purpose of This Claiming Guide ............................................................................................................... 2

I.2 Medicaid.................................................................................................................................................... 2

I.3 Medical Assistance in Rhode Island ......................................................................................................... 2

I.4 Medicaid Payer of Last Resort .................................................................................................................. 3

I.5 EI Provider Participation Requirements for Rhode Island Medical Assistance ....................................... 3

I.6 The Role of Early Intervention ................................................................................................................. 4

I.7 Early Intervention Medicaid Reimbursable Categories ............................................................................ 5

II. GENERAL REQUIREMENTS for EARLY INTERVENTION REIMBURSEMENT .................... 6

III. EVALUATION/ASSESSMENT & PLAN DEVELOPMENT ........................................................ 10

IV. ASSISTIVE TECHNOLOGY (DEVICE AND SERVICES) .......................................................... 19

V. AUDIOLOGY ................................................................................................................................... 22

VI. FAMILY TRAINING/COUNSELING ............................................................................................ 23

VII. INTERPRETATION/TRANSLATION ........................................................................................... 31

VIII. NURSING SERVICES .................................................................................................................... 32

IX. NUTRITION SERVICES ................................................................................................................. 34

X. OCCUPATIONAL THERAPY ........................................................................................................ 36

XI. PHYSICAL THERAPY .................................................................................................................... 40

XII. PSYCHOLOGICAL SERVICES ..................................................................................................... 43

XIII. SERVICE COORDINATION ........................................................................................................... 45

XIV. SOCIAL WORK SERVICES ........................................................................................................... 53

XV. SPEECH-LANGUAGE PATHOLOGY ........................................................................................... 55

XVI. TRANSPORTATION ........................................................................................................................ 58

XVII. VISION SERVICES .......................................................................................................................... 59

ADDENDUM A: EARLY INTERVENTION INSURANCE MANDATE ................................................ 62

ADDENDUM B: EARLY INTERVENTION SERVICES CODES, UNITS, RATES............................... 63

ADDENDUM C: SERVICES RENDERED FORM ................................................................................... 65

ADDENDUM D: MEDICAID PROVIDER INFORMATION ................................................................... 66

ADDENDUM E: SUBMITTING CLAIMS TO RI MEDICAID ................................................................ 68

ADDENDUM F: HEALTH PLAN CONTACTS FOR EI PROVIDERS ................................................... 71


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I. INTRODUCTION AND BACKGROUND

I.1 Purpose of This Claiming Guide

This Rhode Island Medical Assistance Claiming Reimbursement Guidebook for Early

Intervention Services, developed by the Rhode Island Office Executive Office of Health and

Human Services (OHHS), contains information to assist State-certified Early Intervention (EI)

providers in Rhode Island with EI direct services claiming. This Guide is intended for all EI

provider staff. OHHS may provide additional information for this Guide in the future.

If you have any questions or feedback regarding this Guide, please contact:

Jennifer Kaufman, Part C Coordinator

Chief, Family Health Systems

Rhode Island Executive Office of Health and Human Services

Virks Building

3 West Road

Cranston, RI 02920

(401) 462-3425

Fax: (401) 462-2939

[email protected]

I.2 Medicaid

Medicaid is a Federal/State assistance program established in 1965 as Title XIX of the Social

Security Act. State Medicaid programs are overseen by the Centers for Medicare and Medicaid

Services (CMS) within the U.S. Department of Health and Human Services. State Medicaid

programs are jointly funded by federal and state governments and are administered by each

individual state to assist in the provision of medical care to income eligible children and pregnant

women, and to eligible individuals who are aged, blind, or disabled. Medicaid programs pay for

services identified in a plan, called the Medicaid State Plan, some of which are mandated by the

Federal government and others that are optional and determined to be covered by each State.

For more information on Medicaid, please refer to www.cms.hhs.gov

I.3 Medical Assistance in Rhode Island

The Medicaid program in Rhode Island is called the Rhode Island Medical Assistance Program

and is administered by the Rhode Island Executive Office of Health and Human Services

(OHHS). Families and children in RI may become eligible for Medicaid by applying for

coverage through the following: RIteCare, RIteShare, Supplemental Security Income (SSI),

Katie Beckett, or Adoption Subsidy. For more information, please refer to:

http://www.eohhs.ri.gov/

mailto:[email protected]

http://www.cms.hhs.gov/


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I.4 Medicaid Payer of Last Resort

Under Medicaid law and regulations, Medicaid is generally the payer of last resort. A third party

– any individual, entity or program – may be liable to pay all or part of the costs for medical

assistance for Medicaid-covered services. The U.S. Congress intended that Medicaid pay for

health care only after a beneficiary’s other health care resources were accessed.1 Even though

services provided through IDEA are exempt from the free care principle, EI providers must

comply with third-party liability (TPL) policies. What this means for EI providers in Rhode

Island is they must submit a claim to a third-party insurer other than Medicaid if there is one

available. If the provider receives an appropriate denial of payment from the third-party insurer

for the claim, then the provider can submit a claim to Rhode Island Medical Assistance for

payment. There are some exceptions to the provisions of Medicaid as the payer of last resort that

allows Medicaid to be the primary payer to another federal or federally funded program and

these include Medicaid-covered services listed on a Medicaid eligible child’s IFSP.

Medicaid will pay primary to IDEA.2

Federal regulatory requirements for TPL are explicated in Subpart D of 42 CFR 433. It should be

noted that Section 433.139 (c) provides: “If the probable existence of third party liability cannot

be established or third party benefits are not available to pay the recipient’s medical expenses at

the time the claim if filed, the agency must pay the full amount allowed under the agency’s

payment schedule.”

I.5 EI Provider Participation Requirements for Rhode Island Medical Assistance

In order to participate in Rhode Island Medical Assistance, EI providers must meet two basic

requirements. First, EI providers must be certified by the State according to the Early

Intervention Certification Standards. The most current version of these certification standards

can be found at:


Second, providers must have a participation agreement with the Rhode Island Medical

Assistance fiscal agent, and meet other requirements established by the fiscal agent. Addenda D

and E describe these requirements.

As Addendum A shows, insurers in the State of Rhode Island must cover EI services; and such

coverage cannot be subject to deductibles or coinsurance requirements. Addendum F lists the

insurer contacts, with which EI providers may deal concerning participation and other matters.

EI providers should contact the insurers directly for the most up-to-date policies, procedures, and

materials.

1 Health Care Financing Administration. Medicaid and School Health, 1997. 2 Ibid.


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I.6 The Role of Early Intervention

Section 631 of Part C of the Individuals with Disabilities Act (IDEA, or 20 USC 1431 et. seq.)

provides formula grants to States and territories to assist in maintaining and implementing

statewide systems of coordinated, comprehensive, multidisciplinary, interagency programs of

Early Intervention (EI) services for infants and toddlers up to age three with disabilities and their

families.

In Rhode Island, the EI system is designed to meet the needs of eligible infants and toddlers and

their families, as early as possible. The purpose of the EI system is to support families’ capacity

to enhance the growth and development of their children birth to 36 months who have

developmental challenges. Eligible children may have certain diagnosed conditions, delays in

their development, or be experiencing circumstances which are highly likely to result in

significant developmental problems, particularly without intervention.

EI services are designed to serve families of children younger than three years of age who are

experiencing developmental delays in one or more of the following areas: cognitive, physical,

communicative, social/emotional or adaptive development skills.

Early Intervention is designed to: 1) increase the developmental and functional capacity of

infants and young children with special needs, and 2) increase the capacity of parents to meet the

special needs of their children. The intent of Rhode Island’s Early Intervention system is to

establish and support a service delivery model that supports the development of infants and

toddlers and utilizes evidence-based practice known to promote learning in young children. This

service delivery model identifies the parent/adult caregiver as the primary consumer of Early

Intervention services because he/she is the primary agent(s) of change for the child’s well-being

and development. Rhode Island’s Early Intervention reimbursement policies and practices

support the provision of adult-focused, team-based interventions to all eligible children and their

families.

Certified EI providers must ensure that families have access to the services required by IDEA,

when such services are identified within the context of the child’s Individual Family Service Plan

(IFSP). The services required by IDEA, as stated in Section 303.13, include: assistive technology

device, assistive technology service, audiology, family training/counseling/home visits, health

services, medical services (only for diagnostic or evaluation purposes), nursing services,

nutrition services, occupational therapy, physical therapy, psychological services, service

coordination services, social work services, special instruction, speech-language pathology

services, transportation and related costs, and vision services.


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I.7 Early Intervention Medicaid Reimbursable Categories

All IDEA services are imbedded within the categories listed below. EI providers may submit

claims within the following services categories:

• Evaluation, Assessment and Plan Development

• Assistive Technology

• Audiology

• Family Training/Counseling

• Interpretation/Translation

• Nursing Services

• Nutrition Services

• Occupational Therapy

• Physical Therapy

• Psychological Services

• Service Coordination

• Social Work Services

• Speech-Language Pathology

• Transportation

• Vision Services

The definition of each billing category represents a continuum of activities within that individual

category. Each definition reflects the variety of activities that occur during an EI visit and the

unique skills each service provider brings. The assumption that EI services/activities are

responsive and dynamic is a guiding principle of the Rhode Island Medical Assistance Claim

Reimbursement Guidebook for Early Intervention Services. It is the state’s intention to that the

billing categories are aligned with the home visiting model so that one category encompasses a

visit rather than the provider splitting the visit into different billing categories.

The subsequent chapters of this Guide describe each service in terms of:

• Definition3

• Billable Activities

• National Code Definition

• Billing Guidance

3 Definitions of service categories were adopted from Infant & Toddler Connection of Virginia – Practice Manual

(8/09)


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II. GENERAL REQUIREMENTS for EARLY INTERVENTION

REIMBURSEMENT

• It is the responsibility of the EI provider to collect and continuously verify insurance

coverage and to request reimbursement accordingly.

• The Services Rendered Form (SRF) is used to document all reimbursable services for a

child. The SRF must include a description of the service provided which supports the

billing code, the elapsed time, and the personnel involved. SRFs must describe the

provider’s participation in the visit as well as the parent’s participation and include a plan

for between visits. The person signing the SRF must be the person who actually provided

the service and she/he must meet RI Early Intervention Certification Standards regarding

staff qualifications.

• All Services Rendered Forms (SRFs) must be retained in the child’s record. Complete

records for Medicaid claiming purposes must be retained for ten (10) years according to

State law.

• In order to submit a claim for reimbursement the service must be identified on the child’s

IFSP. Four categories of services are not required on the IFSP services summary page in

order to submit a claim. They are: 1.) Evaluation/Assessment & Plan Development

Service, 2.) Interpretation/Translation, 3.) Service Coordination and 4.) Transportation.

Services may not begin before the parent has signed the IFSP or has signed an update to

the IFSP. Prior to the Eligibility/IFSP meeting no other codes may be utilized except

Interpretation (T1013), Translation (T1013TL), Service Coordination (T1016) for intake

and evaluation activities as specified in Section III, and Supervision (H0046) when

exceptional circumstances (documented on an SRF) require supervisory support. After

the Eligibility/IFSP meeting, Family Training Education and Support T1027/T1027HN or

T1024/T1024HN may be utilized to conduct a Routines Based Interview. This activity is

considered Evaluation/Assessment and Plan development and is not required to be listed

on the IFSP.

• The IFSP indicates which services (by category) the child and family will receive. Each

service recorded on the IFSP must match what is recorded and billed for on the SRF. The

category listed on the IFSP, SRF note and SRF billing code with the modifier used by

discipline specific staff must be in alignment. The modifier used for individual or team

treatment must match the category listed on the IFSP and the SRF must describe

activities that meet the definition of that category on the IFSP. The IFSP category for

each procedure code (unless specified as N/A) is included in sections II through XVII.

• Infants and toddlers learn best through everyday experiences and interactions with

familiar people in familiar contexts. The mission of Early Intervention is to build upon

what families and caregivers are already doing to support their child's development and

provide them with support and resources to continue to enhance their children's learning

through everyday learning opportunities. All early intervention services listed on the


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IFSP must be provided in natural environments, which includes the home and community

settings in which children without disabilities participate. Reimbursement is not provided

for placements in community programs. RI does not reimburse for tuition for “classes”,

day care; YMCA memberships etc. Reimbursement is allowed to provide support for

children to participate successfully in community activities when they are a part of the

child and family’s natural routines. Only when the team cannot effectively provide

services within the child's routines, is discussion to occur regarding the provision of

services in another setting. Sufficient justification must be provided for any service

delivered outside the natural environment.

• The purpose of EI is to coach parents and caregivers in order to successfully implement

the strategies developed by the IFSP team. The parent and/or caregiver must be present

and a participant in order to be reimbursed for any individual service listed on the IFSP.

For group services, the parent and/or caregiver must be present and participate for more

than 50% of the time for each group service.

• Maximum units of service are per day, unless otherwise noted.

• Units billed must reflect actual time spent providing the service but no more than the

maximum allowed.

• Only one claim per child per code (up to the maximum allowed) can be submitted for

reimbursement per day. Codes with different modifiers are considered different codes. If

a service is provided twice in one day for a child (e.g., service coordination) the sum up to

the allowable maximum allowed is what should appear on the request for reimbursement.

• An overall guideline for billing is the concept of one code, per service, per child with the

exception of team treatment.

• The use of modifiers recognizes case complexity and enables some services (e.g. team

coordination and team treatment) to occur at the same time. Modifiers also allow for

increased reimbursement for intensive parent child group settings which require additional

staff.

• RI Early Intervention Programs utilize contracted qualified providers through 2 methods:

▪ Certified EI programs may utilize other certified EI programs. These

providers bill insurance directly for the provision of services utilizing the

shared billing arrangement in the Rhode Island Early Intervention Care

Coordination System (Welligent).

OR

▪ Certified EI programs may have a contract with a qualified professional or

agency. The EI program in which the child is enrolled is responsible for data

entry and the claims process.


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▪ Providers utilizing either method must coordinate services if both providers

utilize the same code on the same day. Maximum units are the benefit limit

for the family per day and risk being exceeded without coordination of

services. For example, if each provider visits separately on the same day and

each bill the same code T1027HN they could exceed the maximum units

allowed.

Providers utilizing shared billing must coordinate visits to avoid the claim

appearing as a duplicate if they provide the same service on the same day for

the same child. The following codes are allowed on the same day, but they

cannot exceed the maximum units allowed: Family Training Education and

Support T1027 (no modifier), Family Training Education and Support

T1027HN, Team Treatment T1024 (no modifier), Supervision H0046, and

Team Coordination T1016TF, T1016TG. A unique code must be used for

team coordination between EI providers utilizing shared billing T1016TFU1

and T1016TFU2. The provider of a shared service must use T1016TFU2

when providing service coordination to avoid the claim appearing as a

duplicate. The use of modifiers enables team treatment by two EI agencies to

provide services together for the same child at the same time.

For providers utilizing contractual arrangements: If the same service is

provided twice in one day for a child, the sum, up to the allowable maximum

allowed, is what should appear on the request for reimbursement.

.

• All services are covered up to but not including the child’s 3rd birthday

• Once eligibility has been determined if further evaluation is necessary this is

reimbursable utilizing discipline specific evaluation codes (see specific discipline

sections). Evaluations must be conducted solely for purposes related to IFSP

development and service delivery. Assessments and on-going assessment are

reimbursable utilizing code T1027 with the appropriate staff modifier.

• Denials and/or co-payments from insurance companies can be submitted to HP for

reimbursement as the payer of last resort (See Addendum E). An allowable alternative to

a denial from an insurance company can be other evidence that the service is not covered,

such as a phone call with an attached reference number which indicates the service is not

a covered benefit or a copy of the policy indicating the service is not a covered benefit.

Providers should keep this documentation on file and code the electronic claim

appropriately or send a paper claim with the TPL form attached.


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• Providers must utilize the code 990 with appropriate modifier on an SRF to record time

spent on activities which are not billable or to document the presence of staff for codes

that require more than one staff member.

990 I (Intake)

990 ME (Multidisciplinary Evaluation/Assessment)

990 IFSP

990 E (Discipline Specific Evaluation)

990 G (Group)

990 TC (Team Coordination)

990 S (Supervision)

990 PC (Parent Consultant)

990 (Other)

Although 990 codes are entered into the data system, they are not applicable for billing.


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III. EVALUATION/ASSESSMENT & PLAN DEVELOPMENT

Procedure Codes listed below are for Evaluation/Assessment & Plan Development Codes

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T1023

Intake 1 1 $157.32 Practitioner

Level I

N/A

H2000 Comprehensive

Multidisciplinary

Evaluation/Assessment

1 1 $734.04 Practitioner

Level II

(2 individuals)

N/A

T1023TL Individual Family

Service Plan (IFSP)

Meeting

1 1 $34.96 Practitioner

Level I

N/A

.

National Code Definition

T1023 Screening To Determine The Appropriateness Of Consideration Of An

Individual For Participant In A Specified Program, Project Or Treatment

Protocol, Per Encounter.

H2000 Comprehensive Multidisciplinary Evaluation

Modifier Description(s)

TL Early Intervention/Individualized Family Service Plan (IFSP)


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Billing Guidance

T1023 Intake

Activities related to establishing a record and

gathering/sharing information to plan for the

multi-disciplinary eligibility evaluation

Activities related to the client record:

• Processing referral

• Respond to initial phone call by

referral source

• Complete Referral and Demographics

Form

• Demographics Form and Discharge

Form (for children found not eligible)

data entered into Welligent

• Verification of insurance

• KIDSNET review

• Case assignment

Complete intake visit with family:

• Share information about Early

Intervention and complete required

paperwork:

• Provide and explain Procedural

Safeguards and Funding document

• Complete the following required

Early Intervention forms: Child’s

Income, Consent to Evaluate,

Health Insurance Consent to

Release Information, KIDSNET

Consent to Release Information,

and consent to the exchange of

information with medical providers

and other agencies as needed.

• Gather information related to parent

concerns, developmental history, and

other relevant information that supports

eligibility and record this information

on the IFSP.

• Complete Intake SRF

• Provide the family with prior written

notice of evaluation and

IFSP/Eligibility meeting


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➢ Providers will be reimbursed one rate for a complete Intake which meets the above

requirements. The date of service on the SRF for Intake is the date that the face to face

visit occurred with the parent. The actual minutes of the face to face meeting should be

recorded on the SRF using code T1023 up to 90 minutes. Time spent over 90 minutes is

recorded as Service Coordination utilizing code T1016 for up to 30 minutes (2 units) if

needed. If more than one staff person participates in the intake, or if the time spent at

the intake visit exceeds 120 minutes, this is recorded as 990I (Intake). The SRF for

Intake is submitted for reimbursement when all requirements are met.

➢ In addition to the Intake code, the following are allowable billable service coordination

activities using T1016:

▪ Contact family to initiate and explain EI process; set up initial

appointment; gather initial information and answer family questions (2

units maximum)

▪ Intensive intake visit: time spent over 90 minutes with the family as

described above (2 units maximum)

▪ Gathering additional functional information from collateral resources (e.g.

child care, family visiting, medical providers) and/or non-custodial

parents/caregivers to inform eligibility (4 units maximum)

▪ For children involved with the Department of Children Youth and Family,

additional activities related to gathering information from DCYF,

biological and foster families (up to 4 units maximum)

➢ The rate for a complete Intake is the maximum allowed for this activity. Discipline-

specific codes cannot be billed in addition to the Intake code. Service Coordination

(T1016) is allowed only for the activities listed. If needed, Interpreter/Translation Code

T1013 and T1013TL may be billed in addition to T1023.

➢ Providers will be reimbursed one (1) Intake per child. In the case of a second episode,

up to 10 units of Service Coordination may be billed to update child and family

information.

➢ In the case of a transfer from another EI agency, up to 10 units of Service Coordination

may be billed to update child and family information.

➢ All intake activities must be documented either utilizing a billable code as defined in

this section or 990I.


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H2000 Comprehensive Multidisciplinary Evaluation

A multi-disciplinary

evaluation/assessment to

determine eligibility, and to

gather information regarding

child functioning. This activity is

required to determine initial

eligibility and whenever there is a

question regarding eligibility.

Preparation for the evaluation

• Select the members of the evaluation team; the

tools/methods to be used and when the evaluation will

occur. Evaluators are selected based on the areas of

developmental concerns and family questions.

Preparation of resources that address family concerns.

• Communication between members of the team to

prepare for the evaluation.

Evaluation/Assessment of child

• By two practitioner Level II staff, representing two

different disciplines, and utilizing at least two

different evaluation methods that must include a

standardized evaluation tool.

• Must assess child functioning in all five

developmental domains: Physical (motor, hearing,

vision), Cognitive, Adaptive, Social/Emotional and

Communication

• Gathering information regarding the child’s

functioning in the three integrated global outcomes.

• Must include the service coordinator if not already

part of the evaluation team

• Complete RI Early Intervention Evaluation Summary

page of the IFSP

Documentation of present levels of development

• Complete Child Outcome Summary COS B of the

IFSP including written documentation regarding the

child’s functioning in all developmental domains that

is age-anchored using the three global Child

Outcomes as a framework

➢ In the case that the service coordinator attends the eligibility visit as the third member

of an evaluation team, up to 8 units of T1016 may be billed.

➢ Providers will be reimbursed one rate for a complete H2000 Comprehensive

Multidisciplinary Evaluation/Assessment which meets the above requirements. The

date of service on the SRF for Multidisciplinary Evaluation/Assessment is the date that

the evaluation occurred. The actual minutes of the Multidisciplinary

Evaluation/Assessment should be recorded on the SRF using code H2000. The SRF

for Multidisciplinary Evaluation/Assessment is submitted for reimbursement when all

requirements are met.


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➢ A Comprehensive Multidisciplinary Evaluation/Assessment includes 2 evaluators and

must be chosen based on areas of developmental concerns and family questions. The

purpose of this activity is to determine eligibility and the flat rate is the maximum

allowed. If the team decides that additional discipline-specific evaluations are necessary

to guide interventions, this activity should be completed at a later date and billed

accordingly.

➢ When the child meets one of the conditions on the Single Established Conditions list,

all Multi-Disciplinary Evaluation/Assessment requirements must be met. Because

eligibility is known, the use of a standardized tool is not required.

➢ The rate for a complete Multi-Disciplinary Evaluation/Assessment is the maximum

allowed for this activity. Discipline-specific codes cannot be billed in addition to the

Multi-Disciplinary Evaluation/Assessment code. Service coordination is allowed only

in the case that the service coordinator attends the eligibility visit as the third member

of the evaluation team. If needed, Interpreter/Translation Code T1013 and T1013TL

may be billed in addition to H2000.

➢ All Multi-Disciplinary Evaluation/Assessment activities must be documented either

utilizing a billable code as defined in this section or 990ME.


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T1023TL Eligibility/ Individualized Family Service Plan Meeting (Initial IFSP)

T1023TL

Eligibility/ IFSP

Meeting

Initial meeting to discuss

the child’s present levels

of development and

determine the child’s

eligibility for early

intervention.

If eligible, to discuss

concerns priorities and

resources of the family.

Eligibility/IFSP Meeting

• Eligibility/IFSP Meeting must occur within 45 days of referral

• Prior written notice must be provided

• The present levels of development must be with the parent using the

framework of the three child outcomes and how the child’s

functioning compares to same-aged peers.

• The status of early intervention eligibility must be communicated to

the family.

If the child is not eligible the

parent must be:

• Notified in writing that the

child is not eligible and

provided with the Rhode

Island Evaluation Summary

of the IFSP and COS B

• Provided with resources as

appropriate

• Provided with Procedural

Safeguards

• Provided with a completed

Discharge form

If the child is eligible:

• Document the beginning

discussion of family concerns,

priorities, and resources

• A Routines Based Interview is

scheduled with the family (see

Family Training Education

and Support)

• See T1016 for IFSP

development

• Send and obtain signed

Physician’s Authorization

• Prepare written response to referral source regarding eligibility

within 45 days of referral

T1027/T1024/T1024HN

Family Training

Counseling to conduct a

Family Directed

Assessment

Conduct a Family Directed Assessment to determine the concerns,

priorities and resources of the family as it relates to their child’s

development. Family Directed Assessment

• EcoMap

• Routines Based Interview

T1016 Service

Coordination

IFSP development for

an initial IFSP Meeting

The development of

outcomes and services of

the initial IFSP and the

completion of COS C.

IFSP development to complete the IFSP occurs after the

Routines Based Interview has been conducted, and includes the

following activities:

• Provide prior written notice to the family

• Based on multiple sources of information, including the Family

Directed Assessment (Routines Based Interview and EcoMap), the

team selects an overall statement of functioning utilizing COS C

• Based on the concerns and priorities of the family, the IFSP team,

including the family, develops IFSP outcomes and services

• Complete IFSP Child/Family Outcomes, Early Intervention

Services and Acknowledgment of the IFSP page of the IFSP

• Obtain signature of parent or guardian


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T1023TL Eligibility/ Individualized Family Service Plan Meeting (to annually review the

IFSP)

T1023TL

Eligibility/ IFSP

meeting to annually

review the IFSP

Annual meeting to review

the IFSP.

Eligibility/IFSP meeting held annually to review the IFSP

includes the following activities:

• Eligibility/IFSP meeting must occur annually

• Prior written notice must be provided

• Discuss present levels of development with the parent

(based on a review of current evaluations and ongoing

assessment)

• Status of continued eligibility for early intervention services

is communicated

• Begin a discussion of concerns, priorities and resources of

the family documented on an SRF If there is a question of

eligibility:

• Schedule and complete all

required components of a

Multidisciplinary

Evaluation/Assessment

• Schedule and complete all

required components of an

Eligibility/IFSP meeting

o If not eligible, follow

required components

o If eligible, see T1016 for

IFSP development for an

initial IFSP

If there is no question of

eligibility:

• See T1016 for IFSP

development to annually review

the IFSP

• Send and obtain signed Physician’s Authorization

T1016 Service

Coordination

IFSP development

following an

Eligibility/IFSP meeting

to annually review the

IFSP

The review of current

IFSP outcomes,

strategies, services and

support to annually

review the IFSP

IFSP development following an Eligibility/IFSP meeting to

annually review the IFSP

• Provide prior written notice

• Summarize any new concerns, priorities and resources of

the family on an SRF

• Review Child/Family Outcomes and Early Intervention

Services pages of the initial IFSP

• Develop new outcomes, strategies and services as needed

• Complete a new Early Intervention Service page with all

current services

• Obtain signature of parent or guardian consenting for any

new or changed services.


17

➢ After the Eligibility/IFSP meeting, Family Training Education and Support

T1027/T1027HN or T1024/T1024HN may be utilized to conduct a Family Directed

Assessment, which includes the EcoMap and the Routines Based Interview.

➢ Providers will be reimbursed one rate for an IFSP/ Eligibility meeting for each child

who receives a Multidisciplinary Evaluation/Assessment (regardless of eligibility

status) that meets the above requirements.

➢ An Eligibility/IFSP meeting is completed for an initial IFSP and annually to review the

IFSP. The required components are listed separately for each.

➢ The date of service on the SRF for the Eligibility/IFSP meeting (for an initial IFSP or to

annually review and evaluate the IFSP) is the date that the meeting occurred. The actual

minutes of the Eligibility/IFSP meeting should be recorded on the SRF using code

T1023TL. Other staff participating in the Eligibility/ IFSP meeting should be recorded

as 990IFSP (IFSP meeting). The time for any additional activity related to an

Eligibility/IFSP should be recorded as 990IFSP. The SRF for the

Eligibility/IFSP/meeting is submitted for reimbursement when the requirements are

completed.

➢ The rate for an Eligibility/IFSP meeting is the maximum allowed for this activity.

Reimbursement for additional codes (other than translation or interpretation) for this

activity is not allowed.

➢ Upon completion of the Eligibility/ IFSP meeting providers can bill up to 10 units of

T016 Service Coordination or Team Coordination for IFSP development.

➢ For children determined not eligible for Early Intervention services, up to 60 minutes (4

units) of Service Coordination (T1016) may be utilized to conduct post-eligibility

activities that support families with connections for other community resources that

meet their needs. These activities could include: a follow-up visit, sharing of

community resources, and the facilitation of referrals for other service providers.

➢ When continued eligibility for early intervention is questionable, teams may decide that

a Multidisciplinary Evaluation/Assessment is needed prior to the Eligibility/IFSP

meeting to annually review of the IFSP. In other cases, the decision that a

Multidisciplinary Evaluation/Assessment is needed may occur at the Eligibility/IFSP

meeting to annually evaluate the IFSP. Billing may occur in either order. A

Multidisciplinary Evaluation/Assessment is required whenever there is a question of

eligibility. Certain Single Established Conditions require eligibility to be re-determined

in one year. Whenever a Multidisciplinary Evaluation/Assessment occurs a new IFSP

(including a family directed assessment) is completed. The process includes an IFSP/Eligibility meeting and IFSP development if eligible.

➢ An Interim IFSP may be utilized for children presumed eligible when an immediate

need for services is required. An interim IFSP must include at least the cover page,

IFSP Outcomes, IFSP Services and Acknowledgement pages of the IFSP. Outcomes


18

must document presumed eligibility and the reason for immediate need for services.

Bill Service Coordination T1016 for the development of the Interim IFSP and the

Eligibility/IFSP meeting T1023TL when it occurs as part of the initial IFSP.

Periodic Progress Reviews (See Service Coordination T1016)

Review the degree to

which progress has been

made towards IFSP

outcomes and whether

modifications or revisions

of outcomes or services

are necessary. Required

every 6 months or as

requested by family or

team.

Review all outcomes and progress made to decide whether

modifications of outcomes or services are necessary

• Complete review of IFSP Child/Family Outcomes and Early

Intervention Services pages of IFSP. Prior written notice is

required.

➢ Providers must bill service coordination for a Periodic Progress Review which meets

the above requirements.

➢ IFSP review and updates can occur at any time with consent of the parent but are

considered Periodic Progress Reviews when all of the outcomes and services are

reviewed. Periodic Review of the IFSP is required at least every 6 months.


19

IV. ASSISTIVE TECHNOLOGY (DEVICE AND SERVICES)

Assistive Technology Device

• Any item, piece of equipment or product system, whether acquired commercially, off the

shelf, modified, or customized and used to increase, maintain, or improve functional

capabilities of an infant or toddler with a disability. The term does not include a medical

device that is surgically implanted, including cochlear implants, or optimization (e.g.,

mapping), maintenance or replacement of that device

Assistive Technology Service

Any service that directly assists an infant or toddler with a disability in the selection,

acquisition, or use of an assistive technology device. Assistive technology services

include:

• The assessment of the needs of an infant or toddler with a disability, including a

functional assessment of the child in the child's customary environment;

• Purchasing, leasing or otherwise providing for the acquisition of assistive technology

devices by infants or toddlers with disabilities;

• Selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing or

replacing assistive technology devices;

• Coordinating and using other therapies, interventions, or services with assistive

technology devices, such as those associated with existing education and rehabilitation

plans and programs;

• Training or technical assistance for an infant or toddler with a disability, or if appropriate

that child's family, other caregivers or service providers on the use of assistive

technology determined to be appropriate; and

• Collaboration with the family and other early intervention service providers identified on

an infant or toddler’s IFSP.

Procedure Codes listed below are for Assistive Technology (Device)

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP Category

T5999 Assistive

Technology Device

N/A 1 As

billed

As appropriate Assistive

Technology


T5999 Supply, Not Otherwise Specified


20

Billing Guidance

Assistive Technology Devices:

➢ Assistive technology devices help the child learn and interact with their environment in

ways that might otherwise not be possible. Allowable purchased assistive technology

devices include devices that are adapted or designed to increase, maintain or improve

functional capabilities of children. Allowable purchased assistive technology devices

are not commonly used by all children. Examples include: adapted feeding utensils,

devices for seating and positioning, augmentative communication aids, communication

boards, visual aids, adapted toys, switches, and hearing amplification systems.

➢ Toys that are not adapted or designed to increase, maintain or improve functional

capabilities of children with disabilities may be utilized by the program but are not

allowable assistive technology purchases. These include dolls, balls, shape sorters,

puzzles, mouthing toys, riding toys, building blocks, stuffed animals, and mobiles. In

addition, generic items typically needed and used by all children are not allowed.

These include music/tapes and CD’s, highchairs, play tables, bookshelves, and CD

players. Specialized foods and nutritional supplements are not allowable under

assistive technology but if medically necessary may be provided through the child’s

medical insurance.

➢ Reimbursement is not allowed for items that are primarily and customarily used to

serve a medical purpose and are necessary due to a medical condition. These items fall

into the category of Durable Medical Equipment and may be covered through the

child’s medical insurance. Examples of these include wheelchairs, and lifts. Items

which are medical/surgical such as cochlear implants and mapping are also not

reimbursable.

➢ A Level II Practitioner must submit an SRF using code T5999 Assistive Technology

Device for reimbursement for an allowable assistive technology device. The SRF

should include what the device is; which outcome the device will address; why it is

necessary to meet the specific child/family outcome; and the cost. This SRF should be

entered into the data system as 1 unit (15 minutes); location is not applicable; and the

payer of service is the child’s insurance. Providers should submit this SRF, a copy of

an SRF reflecting the assessment for assistive technology (see below) and the invoice

for the device to the child’s insurance or the Medicaid fiscal agent.


21

Assistive Technology Services:

➢ Assistive technology services include assessing the child’s need for an assistive

technology device; reviewing/discussing options with the parent; selecting a device;

and providing training and technical assistance in the use of the device for the child,

parent or professionals. These activities are billable as part of the discipline providing

the service.

➢ The process for assistive technology must include a written assessment of the child’s

need for assistive technology in order to meet specific child/family outcomes. An SRF

must document the assessment.

➢ Each assistive technology device and services related to its use must clearly be linked

to an IFSP outcome. Assistive technology device is listed on the IFSP Services page;

the frequency is 1 time; intensity is 0, and the location is NA. Assistive Technology

device is excluded from timely service requirements.

➢ Low-tech assistive technology supports include materials or items, created or adapted

by members of the IFSP team, that improve a child’s functioning in, and/or access to,

daily routines and activities. The time spent developing low-tech assistive technology

supports is reimbursable.

▪ If low-tech assistive technology supports are created with the family,

during a visit, this time is reimbursable as part of the service being

provided.

▪ If low-tech assistive technology supports are created at the EI office, up to

30 minutes (2 units) of Service Coordination (T1016) may be billed. (See

XIII. Service Coordination)

➢ Activities occurring at the EI office such as reviewing/ researching products;

coordination around purchasing; vendor consultations are considered service

coordination and are reimbursable using code T1016 Service Coordination. (See XIII.

Service Coordination)


22

V. AUDIOLOGY

Audiology Services

• Identification of children with auditory impairment, using at risk criteria and appropriate

audiological screening techniques;

• Determination of the range, nature, and degree of hearing loss and communication

functions by use of audiological evaluation procedures;

• Referral for medical and other services necessary for habilitation or rehabilitation of

children with auditory impairments;

• Provision of auditory training, aural rehabilitation, speech reading and listening device

orientation and training, and other services;

• Provision of services for prevention of hearing loss; and

• Determination of the child's need for individual amplification, including selecting, fitting,

and dispensing appropriate listening and vibrotactile devices, and evaluating

effectiveness of those devices.

Procedure Codes listed below are for Audiology Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum Criteria

V5008 Hearing Screening 15 Min 8 $ 29.96 Qualified

Professional/Level II

92557

Comprehensive audiometry

threshold evaluation

15 min 8 $29.96 Licensed Audiologist

V5010

Assessment for hearing aid 15 min 8 $29.96 Licensed Audiologist


V5008 Hearing Screening

92557 Comprehensive audiometry threshold evaluation and speech recognition

(92553 and 92556 combined) V5010 Assessment for Hearing Aid

Billing Guidance

➢ Providers billing Hearing Screening must use an Otoacoustic Emission device


23

VI. FAMILY TRAINING/COUNSELING

Family Training Education and Support

• Screening, assessment and planned intervention services to address the functional and

developmental needs of an infant or toddler with a disability with an emphasis on

developmental areas including, but not limited to, cognitive processes, communication,

motor, behavior and social interaction;

• Provision of services including auditory training, aural rehabilitation, sign language and

cued language services, speech reading and listening device orientation and training, and

other training to increase the functional communication skills of an infant or toddler with

a hearing loss;

• Collaboration with the family, service coordinator and other early intervention service

providers identified on an infant’s or toddler’s IFSP;

• Consultation to design or adapt learning environments, activities and materials to enhance

learning opportunities for an infant or toddler with a disability; and

• Family training, education and support provided to assist the family of an infant or

toddler with a disability in understanding his or her functional developmental needs and

to enhance his or her development.

Procedure Codes listed below are for Family Education Training and Support Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum Criteria IFSP

Category

Individual Family Training Education and Support

T1027 Family Training,

Education and

Support

15 Min 8 $ 29.96 Practitioner Level II FTC

T1027HN Family Training,

Education and

Support

15 Min 8 $ 20.48 Practitioner Level I FTC

T1027TGHO Family Training,

Education and

Support

15 Min 8 $ 29.96 Certified Teacher of

the Deaf

FTC

T1024 Team Treatment

15 Min 8 $29.96 Practitioner Level II FTC

T1024HN

Team Treatment

15 Min 8 $ 20.48 Practitioner Level I FTC

T1024TGHO Team Treatment 15 Min 8 $ 29.96 Certified Teacher of

the Deaf

FTC


24

Procedure

Codes

Description Unit of

Service

Max

Units


Category

Family Training Education and Support Parent/Child Group

S9446TF Family Training,

Education and

Support

Group (up to 2

staff)

15 Min 8 $ 14.98 Practitioner

Level I

FTC

S9446TG

Family Training,

Education and

Support

Group-Intensive

(3 or more staff)

15 Min 8 $19.19

Practitioner Level II FTC

Family Education Training and Support Parent Education Group

S9446 Family Training,

Education and

Support-Parent

Education Group

15 Min 10 $14.98 Practitioner Level II FTC


T1027 Family training and counseling for child development, per 15 minute unit

T1024 Evaluation and treatment by an integrated specialty team to provide

coordinated care to multiple or severely handicapped children, per

encounter (one encounter is defined as one 15 minute unit)

S9446 Patient Education, Not Otherwise Classified, Non-Physician Provider,

Group, Per Session (one session is defined as one 15 minute unit)

Modifier Description

HN Practitioner Level I

TF Moderate

TG Complex

HO Master’s Degree


25

Billing Guidance

Family Training, Education and Support:

➢ Family Training, Education and Support has a broad definition and is the code used to

describe most early intervention services.

➢ Family Training Education and Support, TT027 / T1027HN, is the code utilized to

conduct a Routines Based Interview. This activity is considered

Evaluation/Assessment and Plan development and is not required to be listed on the

IFSP. The maximum time allowed is 8 units.

➢ Family Training, Education and Support can be used to provide support and education

for caregivers in the community (child care; community groups) to incorporate IFSP

outcomes into the child’s daily routines but a caregiver cannot be reimbursed to

provide early intervention services.

➢ Family Training Education and Support can be used for sign language and cued

language training.

➢ Team Treatment is a code for use when two professionals are providing services

during the same session at the same time for an individual child/family. Family

Training Education and Support may be provided with another discipline by utilizing

code T1024 or T1024HN depending on qualifications. Other members of the IFSP

team use a modifier representing their discipline and each member may bill for the

entire session. In rare instances two providers of Family Training Education and

Support with different areas of expertise may use T1024 and T1024HN for team

treatment if no other discipline specific modifier is identified for their use. There must

be a clear, clinical purpose for team treatment and role for each provider.

Documentation for team treatment must support treatment by 2 individuals, providing

two distinctly different services at the same time for the entire time billed and must

include the parent’s participation in the visit.

➢ Team treatment may be used to facilitate the carry over and reinforcement of strategies

to be used with the family by a primary service provider (Service Coordinator/

Educator/Early Interventionist.) In this case, a member of the IFSP team with

expertise different from the primary service provider demonstrates/coaches/models

strategies to the parent and primary service provider. Active participation in the team

treatment by both service providers is required, including practice and demonstration

by both the primary service provider and the parent. Evidence of implementation of

strategies by the primary service provider into subsequent visits is required.


26

➢ Team treatment is the code to use if an RBI is conducted by two individuals, however

the second individual must bill T1024HN. Maximum allowed time is 8 units.

➢ Team treatment may be provided by two staff from different EI agencies utilizing

shared billing. Each staff person utilizes code T1024 with their specific discipline

modifier on separate agency SRF’s. When each provider is a Level II Educator (with

no modifier) this is allowed. Billing for two educators utilizing T1024 is for shared

cases only and the total units combined cannot be over the daily maximum (8) units.

Two educators may utilize T1024 to enable the EI agency providing a specialized

service to assess a child while the primary educator from the main EI agency and

parent implement a strategy; to demonstrate/coach/model strategies to the parent and

primary educator to achieve outcomes based in daily routines in the home and

community; or to implement strategies provided in a group setting in the home with

the parent and primary educator

➢ Team treatment is not listed as a separate service on the service page of the IFSP but

each category of service being provided must be.

Group Family Training Education and Support: ➢ Use code S9446TF Family Training, Education and Support (Group) for

multidisciplinary parent/child groups. Discipline specific group codes may be used if

the group is targeted to a particular domain and the provider is appropriately

credentialed (See X. Occupational Therapy, XI. Physical Therapy, XV. Speech

Therapy)

➢ The provision of a group in a setting outside the child’s natural environment requires a

completed “Plan for Providing Service in a Natural Environment” which provides

sufficient justification and rationale to support the team’s decision that the child’s

outcomes could not be met in the child’s natural environment at that time.

➢ A parent or caregiver should be present and participating in all groups. The billing for

a separate parent group at the same time as a child group is not allowed. The parent

must participate in the parent/child group for more than 50% of the full session time

that the group is in session. Code S9446TF or code S9446TG may be utilized (see

staffing requirements for code S9446TG).

➢ Providers may bill S9446TF; or S9446TG depending on the complex needs of the

child. S9446TG reflects an intensive group setting with required numbers of staff and

the opportunity for a high staff/child ratio. S9446TG may be used for a parent/child

group in which there is a separate parent session as long as the staffing requirement is

met for the entire session. S9446TF and S9446TG may not be combined for the same

child. When billing S9446TG 3 staff must be present for the whole time the group is in

session.


27

➢ Opportunities for parent to parent support; and to develop relationships with other

parents may occur when the parent is not participating in the parent/child group

however these activities are not billable. Parent consultants may be utilized to facilitate

opportunities for parents to be together or to provide general education around topics

of parent interest.

Group Billing Examples

S9446TF Family Training

Education and

Support- Group

(up to 2 staff)

Parent and child attend 60-minute group

together. One or 2 staff facilitate the group.

Bill S9446TF for 60 minutes.


Education and

Support- Group

(up to 2 staff)

Parent and child attend a 60-minute group. For

40 minutes they are together with 2 staff

facilitating. For the other 20 minutes one staff

person facilitates a parent only session focusing

on specific family outcomes; while the second

staff person facilitates a child only session

focusing on child outcomes.



Education and

Support- Group

(up to 2 staff)

Parent and child attend a 60-minute group. For

40 minutes they are together with 2 staff

facilitating. For the other 20 minutes the parents

participate in a parent only social group

facilitated by a parent consultant. Two staff

facilitate a child only session focusing on child

outcomes.


S9446TG Family Training

Education and

Support Group

Intensive

(3 staff)

Parent and child attend a 60-minute group

together. The group consists of 4 children and

their parents. Three staff facilitate the group.

Bill S9446TG for 60 minutes.


28

Group Billing Examples


Education and

Support Group

Intensive

(3 staff)

Parent and child attend a 90-minute group. The

group consists of 5 children and their parents.

The parents and children participate together for

60 minutes with 3 staff facilitating. For the other

30 minutes the parents leave the group to attend

a parent only session focusing on specific family

outcomes facilitated by one staff member; the

children participate in a child only session

focusing on child outcomes facilitated by 2 staff

.



Education and

Support Group

Intensive

(3 staff)




more than half of the time (with 2 staff

facilitating) and parents in the group take turns

participating in a guided observation through a

one-way window of the group led by a third

staff. Three staff are present the entire time.



Education and

Support Group

Intensive ( 3 staff)




60 minutes with 3 staff facilitating. For the other

30 minutes the parents leave the group to attend

a parent support group facilitated by the parent

consultant; the children participate in a child

only session facilitated by 3 staff focusing on

child outcomes.


S9446 Family Training

Education and

Support- Parent

Education Group

(up to 2 staff)

A parent attends a 60-minute parent only group

focusing on specific family outcomes. The group

is facilitated by one staff person; the child is not

in attendance.

Bill S9446 for 60 minutes.

➢ Groups are to be billed per child/family, not per staff member. Only one billing code

may be utilized per child. A Family Training Education and Support group and a

therapy specific group may not be billed for a child at the same time.


29

➢ The SRF for all groups should be signed by the staff member primarily responsible for

the group. Other team members present must sign the SRF utilizing code 990G

(Group). The total time may not be split and billed between staff members.

➢ The SRF (including preprinted SRF’s) for a group service should be individualized

and related to individual IFSP outcomes.

➢ If it has been determined that a center-based group is the only way to meet an

outcome, the provision of individual services within the group is not billable.

➢ If a group service is listed on the IFSP, the group code must be billed. If absenteeism

results in an opportunity for one to one instruction to occur (for example three staff

and three children) a provider may decide to continue to operate the group with 3 staff

or use less staff. The appropriate group code should be billed (S9446TF if 1-2 staff,

S9446TG if 3 staff). In the case where all children but one is absent, individual FTES

may be billed.

➢ Providers have flexibility in the use of codes S9446TF or S9446TG depending on the

design of the group (for example, a group may be designed to use 3 staff initially with

a plan to reduce staff as the group progresses). For each session use the code that

represents the staffing for that session.

➢ Use Team Coordination code T1016TF or T1016TG (depending on the number of

staff) to provide individualized intervention planning for a child in a group. Team

Coordination does not include room set up; cleaning; or precutting art materials or

theme-based planning. It does not include general debriefing after a group session.

Team Coordination is individual planning for a specific child within the infant/toddler

curriculum by the IFSP team/group team and includes the specialized support the child

needs. The accompanying SRF must be individualized for that specific child and

summarize the discussion and plan for that child. The SRF must also clearly reference

the individualized IFSP outcomes being worked on. Example:

Team Coordination Example:

T1016TG Team

Coordination

(3 staff)

Team meets for 15 minutes to discuss the child's

new ability to make a simple choice between 2

activities. However, transition from motor activity

to quiet play has become much more difficult.

Team discusses how to move communication to

the next benchmark and also how to use an object

board to help with this transition. SLP will coach

family to use board during play time with Dad.

Bill T1016TG for 15 minutes for this individual

child only.

➢ Team Coordination for a child participating in a group occurs separately for each

specific child as it occurs. This means more than one child may not be billed for Team

Coordination at the same time. For example, if Team Coordination meetings occur for


30

each child in a group which had six children, each child would be discussed for 15

minutes and a separate SRF describing each discussion would be submitted. (i.e. the

team would have met totally for 90 minutes.)

➢ A group is defined as at least two (2) children; and siblings may not be the only

children in the group.

➢ Reimbursement is only allowed for the children in attendance on that day.

➢ Bill S9446 for Parent Education Groups (parent only). The setting for group parent

education is N/A and a “Plan for Providing Services in a Natural Environment” is not

needed. However, the parent group must specifically be intended to achieve the

individual IFSP outcomes. The SRF (including preprinted SRF’s) should be

individualized and related to individual IFSP outcomes.

➢ Family Training Education and Support- Parent Education Group is utilized for the

Hanen Program for Parents; It Takes Two to Talk and More than Words. Parent group

sessions utilize S9446 for the weekly session the parent attends and is written in the

IFSP as FTC; (Method) Group. For individual videotaping and consultation sessions in

the home the individual speech service code T1027GN is utilized and is listed on the

IFSP as Speech; (Method) Individual. The setting for group parent education is N/A

and the setting for the individual speech sessions is the natural environment. A “Plan

for Providing Services in a Natural Environment” for the group sessions is not needed.


31

VII. INTERPRETATION/TRANSLATION

Procedure Codes listed below are for Interpretation/Translation Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T1013 Interpretation 15 min 16 $17.65 N/A N/A

T1013TL Translation 15 min 16 $17.65 N/A N/A


T1013 Sign Language or Oral Interpretive Services, Per 15 Minutes

TL EI/IFSP

Billing Guidance

➢ Interpretation is available to all families as needed in order to fully participate in Early

Intervention. Unless clearly not feasible to do so, evaluations and assessments of the

child must be conducted in the child’s native language if determined developmentally

appropriate by qualified personnel conducting the evaluation or assessment. Unless

clearly not feasible to do so, family assessments must be conducted in the family

member’s native language.

➢ Interpretation may be reimbursed through Early Intervention, only when no other method

of interpretation is available. Interpretation is a covered benefit for RIteCare members.

Information regarding this benefit is available in the member’s handbook or online at

www.nhpri.org , www.uhccommunityplan.com, or www.tuftshealthplan.com/ritogether

➢ The length of time billed for interpretation services may be no more than the same length

of time as the visit. Must be indicated on an SRF with accompanying service.

➢ When interpretation occurs for more than one child/family at the same time (group), the

total time billed should be divided between each child/family needing interpretation

services.

➢ Translation of Early Intervention documentation including an SRF or any part of the

IFSP may be reimbursed if requested by the parent in order to fully participate in Early

Intervention. SRF for this service must indicate specifically what was translated. The

maximum units allowed for translation is the total allowed per document (16 units total).

Maximum units allowed per day is 16 units.

➢ Providers are encouraged to take advantage of on-line translation or translation software

to reduce translation time to make maximum use of the translation units available.

http://www.nhpri.org/

http://www.uhccommunityplan.com/

http://www.tuftshealthplan.com/ritogether


32

VIII. NURSING SERVICES

Nursing

• Collaboration with family members or other service providers who are identified on an

infant’s or toddler’s IFSP concerning the special health care needs of the infant or toddler

that will impact or need to be addressed during the provision of other early intervention

services;

• Assessment of health status for the purpose of providing nursing care, including

identification of patterns of human response to actual or potential health problems;

• Provision of nursing care to prevent health problems, restore or improve functioning and

promote optimal health and development; • Administration of medications, treatments, and regimens prescribed by a licensed

physician;


toddler with a disability in understanding his or her special health care needs; and

• Provision of such services as clean intermittent catheterization, tracheotomy care, tube

feeding, the changing of dressings or colostomy collection bags, and other health services

when necessary in order for the infant or toddler to participate in other early intervention

services

Procedure Codes listed below are for Nursing Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T1027TD Family Training

Education and

Support-Services by a

Nurse

15 min 8 $29.96 Licensed RN Nursing

T1024TD Team Treatment-

Services by a Nurse

15 min 8 $29.96 Licensed RN Nursing








33

TD Licensed RN

Billing Guidance

➢ Team Treatment is when two professionals are actively participating in the delivery of

services during the same session for an individual child/family. A Nurse may use code

T1024TD when providing team treatment. Each member of the team uses the modifier

representing their discipline and each may bill for the entire session. There must be a

clear, clinical purpose for team treatment and role for each provider. Documentation

for team treatment must support treatment by 2 individuals, providing two distinctly

different services at the same time for the entire time billed and must include the

parent’s participation in the visit. Team treatment is not listed as a separate service on

the service page of the IFSP but each discipline providing team treatment must be.

Two Nurses may not bill team treatment at the same time

➢ Team treatment may be used when two members of a team provide an assessment at

the same time (for example an RN and a SLP conduct a feeding team evaluation for a

child with significant feeding issues; or a co-visit by a PT and OT to do a

comprehensive assessment/consult to specifically look at motor functions for a child).


34

IX. NUTRITION SERVICES

Nutrition Services:

• Assessment of the nutritional and feeding status of an infant or toddler with a disability

related to his or her development, including nutritional history and dietary intake;

anthropometric, biochemical, and clinical variables; feeding skills and feeding problems;

and food habits and food preferences;



• Development, implementation and monitoring or appropriate plans to address the

nutritional needs of children eligible for early intervention supports and services, based

on the findings of individual assessments;

• Referral to community resources to carry out nutritional goals and referrals for

community services, health or other professional services, as appropriate; and


toddler with a disability in understanding his or her needs related to nutrition and feeding

and to enhance his or her development.

Procedure Codes listed below are for Nutrition Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T1027AE Family Training

Education and

Support-Services by a

Nutritionist

15 min 8 $ 29.96 Licensed Dietitian/

Nutritionist

Nutrition

T1024AE Team Treatment-

Services by a

Nutritionist

15 min 8 $29.96 Licensed Dietitian/

Nutritionist

Nutrition







AE Licensed Dietitian/Nutritionist


35

Billing Guidance


services during the same session for an individual child/family. A Nutritionist may

use code T1024AE when providing team treatment. Each member of the team uses the

modifier representing their discipline and each may bill for the entire session. There

must be a clear, clinical purpose for team treatment and role for each provider.



include the parent’s participation in the visit. Team treatment is not listed as a separate

service on the service page of the IFSP but each discipline providing team treatment

must be. Two Nutritionists may not provide team treatment at the same time.


the same time (for example a Nutritionist and a SLP conduct a feeding team evaluation

for a child with significant feeding issues; or a co-visit by a PT and OT to do a



36

X. OCCUPATIONAL THERAPY

Occupational Therapy Services:

Services to address the functional needs of an infant or toddler with a disability related to

adaptive development, adaptive behavior and play, and sensory, motor, and postural

development. These services are designed to improve the child's functional ability to

perform tasks in home, school, and community settings and include:

• Screening, evaluation, assessment and intervention services to address the functional

developmental needs of an infant or toddler with a disability with an emphasis on self-

help skills, fine and gross motor development, mobility, sensory integration, behavior,

play and oral-motor functioning;

• Adaptation of the environment, and selection, design, and fabrication of assistive and

orthotic devices to facilitate development and promote the acquisition of functional skills;

• Prevention or minimization of the impact of initial or future impairment, delay in

development, or loss of functional ability;






Procedure Codes listed below are for Occupational Therapy

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

97165

Occupational

Therapy Evaluation

Low Complexity

1 1 $149.80

flat rate

Licensed OT Occupational

Therapy

97166

Occupational

Therapy Evaluation

Moderate

Complexity

1 1 $149.80

flat rate


Therapy

97167 Occupational

Therapy Evaluation

High Complexity

1 1 $149.80

flat rate


Therapy

97168 Occupational

Therapy

Reevaluation

1 1 $149.80

flat rate


Therapy

T1027GO Family Training

Education and

Support-Services

provided by an

OT/COTA

15 min 8 $29.96 Licensed

OT/COTA

Occupational

Therapy


37

S9446GO Family Training

Education and

Support-OT Group-

Services provided

by an OT/COTA


OT/COTA

Occupational

Therapy

T1024GO Team Treatment-

Services provided

by an OT/COTA


OT/COTA

Occupational

Therapy

COTA= Certified Occupational Therapy Assistant


97165 Occupational therapy evaluation, low complexity, requiring these

components: An occupational profile and medical and therapy history,

which includes a brief history including review of medical and/or therapy

records relating to the presenting problem; an assessment(s) that identifies

1-3 performance deficits (i.e., relating to physical, cognitive, or

psychosocial skills) that result in activity limitations and/or participation

restrictions; and clinical decision making of low complexity, which

includes an analysis of the occupational profile, analysis of data from

problem-focused assessment(s), and consideration of a limited number of

treatment options. Patient presents with no comorbidities that affect

occupational performance. Modification of tasks or assistance (e.g.,

physical or verbal) with assessment(s) is not necessary to enable

completion of evaluation component. Typically, 30 minutes are spent

face-to-face with the patient and/or family.

97166 Occupational therapy evaluation, moderate complexity, requiring these


which includes an expanded review of medical and/or therapy records and

additional review of physical, cognitive, or psychosocial history related to

current functional performance; an assessment(s) that identifies 3-5

performance deficits (i.e., relating to physical, cognitive, or psychosocial

skills) that result in activity limitations and/or participation restrictions;

and clinical decision making of moderate analytic complexity, which

includes an analysis of the occupational profile, analysis of data from

detailed assessment(s), and consideration of several treatment options.

Patient may present with comorbidities that affect occupational

performance. Minimal to moderate modification of tasks or assistance

(e.g., physical or verbal) with assessment(s) is necessary to enable patient

to complete evaluation component. Typically, 45 minutes are spent face-

to-face with the patient and/or family.


38

97167 Occupational therapy evaluation, high complexity, requiring these


which includes review of medical and/or therapy records and extensive

additional review of physical, cognitive, or psychosocial history related to

current functional performance; an assessment(s) that identifies 5 or more

performance deficits (i.e., relating to physical, cognitive, or psychosocial

skills) that result in activity limitations and/or participation restrictions;

and clinical decision making of high analytic complexity, which includes

an analysis of the patient profile, analysis of data from comprehensive

assessment(s), and consideration of multiple treatment options. Patient

presents with comorbidities that affect occupational performance.

Significant modification of tasks or assistance (e.g., physical or verbal)

with assessment(s) is necessary to enable patient to complete evaluation

component. Typically, 60 minutes are spent face-to-face with the patient

and/or family.

97168 Reevaluation of occupational therapy established plan of care, requiring

these components: An assessment of changes in patient functional or

medical status with revised plan of care; an update to the initial

occupational profile to reflect changes in condition or environment that

affect future interventions and/or goals; and a revised plan of care. A

formal reevaluation is performed when there is a documented change

in functional status or a significant change to the plan of care is required.

Typically, 30 minutes are spent face-to-face with the patient and/or family


S9446 Patient education, not otherwise classified, non-physician provider, group,

per session (one session is defined as one 15 minute unit)





GO Licensed OT/COTA

Billing Guidance

➢ An Occupational Therapy Evaluation includes a summary of child’s functioning and

recommendations for strategies, services and supports. An OT Evaluation may not be


39

billed at the same time as any other code. Other staff participating in the Occupational

Therapy Evaluation utilize code 990E (Evaluation). Therapists should select the

Occupational Therapy Evaluation code that represents the complexity of the evaluation

provided.

➢ Billing practices regarding Occupational Therapy Group are the same as Family

Training Education and Support (Group) (See VI Family Training Education and

Support)


services, during the same session for an individual child/family. An OT or COTA may

use code T1024GO when providing team treatment. Each member of the team uses the





include the parent’s participation in the visit. The SRF must document each provider’s

role. Team treatment is not listed as a separate service on the service page of the IFSP

but each discipline providing team treatment must be. Two OTs or an OT and COTA

may not bill team treatment at the same time.


the same time (for example an OT and a SLP conduct a feeding team evaluation for a

child with significant feeding issues; or a co-visit by a PT and OT to do a



40

XI. PHYSICAL THERAPY

Physical Therapy Services: Services to address the promotion of sensorimotor function

through enhancement of musculoskeletal status, neurobehavioral organization, perceptual

and motor development, cardiopulmonary status, and effective environmental adaptation.

These services include:

• Screening, evaluation, assessment and intervention services to address the functional


mobility, positioning, fine and gross motor development, and both strength and

endurance, including the identification of specific motor disorders;

• Adaptation of the environment, and selection, design, and fabrication of assistive and

orthotic devices to facilitate development and promote the acquisition of functional skills;

• Obtaining, interpreting, and integrating information appropriate to program planning to

prevent, alleviate, or compensate for movement dysfunction and related functional

problems;

• Providing individual and group services or treatment to prevent, alleviate, or compensate

for movement dysfunction and related functional problems;


providers identified on an infant’s or toddler’s IFSP; and




Procedure Codes listed below are for Physical Therapy

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

97161 Physical Therapy

Evaluation

Low Complexity

1 1 $149.80

flat rate

Licensed PT Physical

Therapy


Evaluation

Moderate Complexity

1 1 $149.80

flat rate


Therapy


Evaluation

High complexity

1 1 $149.80

flat rate


Therapy


Reevaluation

1 1 $149.80

flat rate


Therapy

T1027GP Family Training Education

and Support-Services


PT/PTA

Physical

Therapy


41

provided by an PT/PTA

S9446GP Family Training Education

and Support- PT Group-

Services provided by an

PT/PTA

15 min 8 $ 14.98 Licensed

PT/PTA

Physical

Therapy

T1024GP Team Treatment- Services

provided by an PT/PTA


PT/PTA

Physical

Therapy

PTA= Physical Therapy Assistant


97161 Physical therapy evaluation: low complexity, requiring these components:

A history with no personal factors and/or comorbidities that impact the

plan of care; an examination of body system(s) using standardized tests

and measures addressing 1-2 elements from any of the following: body

structures and functions, activity limitations, and/or participation

restrictions; a clinical presentation with stable and/or uncomplicated

characteristics; and clinical decision making of low complexity using

standardized patient assessment instrument and/or measurable assessment

of functional outcome. Typically, 20 minutes are spent face-to-face with

the patient and/or family.

97162 Physical therapy evaluation: moderate complexity, requiring these

components: A history of present problem with 1-2 personal factors and/or

comorbidities that impact the plan of care; an examination of body

systems using standardized tests and measures in addressing a total of 3 or

more elements from any of the following body structures and functions,

activity limitations, and/or participation restrictions;

an evolving clinical presentation with changing characteristics; and

clinical decision making of moderate complexity using standardized

patient assessment instrument and/or measurable assessment of functional

outcome. Typically, 30 minutes are spent face-to-face with the patient

and/or family.

97163 Physical therapy evaluation: high complexity, requiring these

components: A history of present problem with 3 or more personal factors

and/or comorbidities that impact the plan of care; an examination of body

systems using standardized tests and measures addressing a total of 4 or

more elements from any of the following: body structures and functions,

activity limitations, and/or participation restrictions; a clinical presentation

with unstable and unpredictable characteristics; and clinical decision

making of high complexity using standardized patient assessment

instrument and/or measurable assessment of functional outcome.

Typically, 45 minutes are spent face-to-face with the patient and/or family

.


42

97164 Reevaluation of physical therapy established plan of care, requiring these

components: An examination including a review of history and use of

standardized tests and measures is required; and revised plan of care using

a standardized patient assessment instrument and/or measurable

assessment of functional outcome. Typically, 20 minutes are spent face-

to-face with the patient and/or family.








GP Licensed PT/PT

Billing Guidance

➢ A Physical Therapy Evaluation includes a summary of child’s functioning and

recommendations for strategies, services and supports. A PT Evaluation may not be

billed at the same time as any other code. Other staff participating in the Physical

Therapy Evaluation utilize code 990E (Evaluation).

➢ Billing practices regarding Physical Therapy Group are the same as Family Training

Education and Support (Group) (See VI Family Training Education and Support)


services during the same session for an individual child/family. A PT or PTA may use

code T1024PGP when providing team treatment. Each member of the team uses the





include the parent’s participation in the visit. Team treatment is not listed as a separate

service on the service page of the IFSP but each discipline providing team treatment

must be. Two PTs or a PTA and PT may not bill team treatment at the same time. A PT

Evaluation may not occur as part of Team Treatment.

➢ Team treatment may be used when two members of a team provide an assessment at the

same time (for example an RN and a SLP conduct a feeding team evaluation for a child

with significant feeding issues; or a co-visit by a PT and OT to do a comprehensive

assessment/consult to specifically look at motor functions for a child).


43

XII. PSYCHOLOGICAL SERVICES

Psychological Services:

• Administration of psychological and developmental tests, and other assessment

procedures;

• Interpretation of assessment results;

• Obtaining, integrating, and interpreting information about child behavior, and child and

family conditions related to learning, mental health, and development;

• Planning and management of a program of psychological services, including

psychological counseling for children and parent(s), family counseling, consultation on

child development, parent training, and education programs;




toddler with a disability in understanding his or her needs related to development,

cognition, behavior or social-emotional functioning and to enhance his or her

development.

Procedure Codes listed below are for Psychological Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

96111 Developmental

Testing

1 1 $149.80

flat rate

Psychologist Psychology

T1027HP

Family Training

Education and

Support- Services by

a Psychologist

15 min 8 $ 29.96 ** See Below Psychology

T1027TG

Family Training

Education and

Support-Services by

a Mental

Health/Behavioral

Health Professional

15 min 8 $ 29.96 * See Below

Psychology

T1024 HP Team Treatment-

Services by a

Psychologist

15 Min 8 $29.96 Psychologist

Psychology

T1024

TG

Team Treatment-

Services by a Mental

Health/Behavioral

Health Professional

15 Min 8 $29.96 * See Below

Psychology

* Marriage & Family Therapist (MFT), Licensed Mental Health Counselor (LMHC), Master’s in

counseling, Master’s in Psychology, BCBA and BCaBA **Psychologist


44



96111 Developmental testing: extended (includes assessment of motor, language,

social, adaptive and/or cognitive functioning by standardized

developmental instruments) with interpretation and report





TG Complex Level

HP Doctoral Level

Billing Guidance

➢ Developmental testing by a Psychologist includes a summary of child’s functioning and

recommendations for strategies services and supports. Developmental Testing may not be

billed at the same time as any other code. Other staff participating in the Developmental

Testing utilize code 990E (Evaluation).


services during the same session for an individual child/family. A Psychologist should

use code T1024HP, a Marriage & Family Therapist (MFT), Licensed Mental Health

Counselor (LMHC) and staff who have a Master’s in Counseling, Master’s in Psychology,

BCBA or BCaBA should use code T1024TG when providing team treatment. Each

member of the team uses the modifier representing their discipline and each may bill for

the entire session. There must be a clear, clinical purpose for team treatment and role for

each provider. Documentation for team treatment must support treatment by 2 individuals,

providing two distinctly different services at the same time for the entire time billed and

must include the parent’s participation in the visit. Team treatment is not listed as a

separate service on the service page of the IFSP but each discipline providing team

treatment must be. A BCBA and a BCaBA may not bill Team Treatment at the same time.

Team treatment cannot be billed by two staff from this category at the same time.

Developmental Testing may not occur as part of Team Treatment.


45

XIII. SERVICE COORDINATION

Service Coordination may include the following activities:

• Coordinating the provision of EI services and other services (such as educational, social

and medical services);

• Assisting parents of eligible children in gaining access to the EI services and other

services identified in the IFSP;

• Facilitating, coordinating and monitoring the timely delivery of services on an ongoing

basis;

• Coordinating evaluations and ongoing assessments;

• Facilitating and participating in the development, review, and evaluation of IFSPs;

• Assisting families in identifying available service providers and making referrals as

needed;

• Informing parents of their procedural safeguards and the availability of advocacy

services;

• Facilitating the development and implementation of a transition plan; and

• Conducting IFSP activities as appropriate.

Procedure Codes listed below are for Service Coordination

Procedure

Codes

Description Unit of

Service

Max

Units


Category

T1016 Case

Management

15 min 10 $17.48 Practitioner Level I N/A

T016TF Team

Coordination (2

staff)


T1016TF

U1

T1016TF

U2

Service

Coordination/

Team

Coordination

(Shared billing

only)


T1016TG Team

Coordination (3

or more staff)

15 min 10 $52.44 Practitioner Level II N/A

H0046 Supervision 15 min 2 $47.44 Practitioner Level I N/A

*The maximum units for Team Coordination with the parent present is 10 units; maximum

units for Team Coordination parent not present is 2 units


46


T1016 Case Management, each 15 minute

H0046 Mental Health Services, Not Otherwise Specified


TF Intermediate Tech Level of Care 2 staff

TG Complex/High Tech Level of Care 3 or more staff

Billing Guidance

Service Coordination

➢ Each infant or toddler with a disability and the child's family must be provided with one

service coordinator as soon as possible who is responsible for coordinating all services,

coordinating with other agencies and persons, and serving as the single point of contact

for carrying out service coordination activities. Service coordination is an active,

ongoing process.

➢ Service coordination should be provided to families as needed and is not required on

the IFSP service page.

➢ In RI a service coordinator, depending on the individual’s qualifications, may also

provide direct services such as Family Training Education and Support. In addition,

service coordination may be provided by members of the team other than the service

coordinator, depending on need. When seeking reimbursement providers must

distinguish between service coordination activities and direct services and bill

accordingly.

➢ When a service coordinator and another member of the IFSP team conduct a visit

together, and both are providing service coordination (such as a discussion with the

parents regarding their concerns, or as part of initial or annual IFSP development or any

of the activities listed on page 40) Team Coordination should be billed. If another

member of the IFSP team and a service coordinator are providing a direct service

together (the SC is providing FTES and the therapist is providing a discipline specific

service, or the SC is observing a strategy that he/she will be responsible to implement

as part of FTES) then Team Treatment should be billed using appropriate modifiers.

➢ When two members of the IFSP team conduct a visit together, service coordination

activities may not be provided by one member of the team at the same time that a direct

service is being provided by the other member.


47

➢ IFSP development activities such as the development of outcomes, and services pages

of the Initial IFSP and the annual or periodic review of outcomes and services is

reimbursable up to 10 units of service coordination. Team coordination may be utilized

if the family is present and more than one member of the team participates. (See T1016

Service Coordination-IFSP development for an initial IFSP and Service Coordination

IFSP development following an Eligibility/IFSP meeting to annually review the IFSP.

➢ Transition planning is part of service coordination and must be provided to all families.

It is not required on the IFSP service page. Providers may bill team coordination for

sharing, gathering/organizing assessment information for the Child Outcomes Summary

process as part of transition. (See Team Coordination).

➢ Preparation for the exit Child Outcomes Summary process is part of service

coordination for all children exiting EI. Up to 4 units of Service Coordination (in total

per child) may be billed for activities related to the preparation of the exiting Child

Outcome Summary (COS) process that do not occur directly with the family.

Preparation activities may include: o Typing/writing a draft of COS A for the Part B Preschool Special Education

Referral Meeting or o The organization and review of gathered information for age anchoring.

Note: Activities related to the COS process that occur with the family are reimbursable

as part of Family Training, Education and Supports during a face-to-face visit.

➢ Written progress reports requested by outside parties such as Department of Children

Youth and Families (DCYF), pediatricians, or specialty providers may be reimbursed

up to 4 units of Service Coordination. Documentation must include who requested the

information and why the information is needed.

➢ In order to be reimbursed for service coordination, an activity must be documented on

an SRF and meet the minimum time requirement of 15 minutes. Separate activities

within the course of a day which are less than 15 minutes but are related to the same

event or purpose for a child/family may be combined. The activity must result in an

impact on services in the IFSP. Providers may combine units of service coordination

provided by the same or different staff up to the maximum units allowed (10). Service

coordination may not be billed by two separate staff for the same child at the same

time. (See Team Coordination)

➢ Service coordination is not record reviews or quality improvement activities; data entry

or clerical activity; unrequested written reports at the EI office, or single phone calls or

a series of unrelated events occurring throughout the day less than 15 minutes.

➢ Low-tech assistive technology supports include materials or items, created or adapted a

by members of the IFSP team, that improve a child’s functioning in, and/or access to,


48

daily routines and activities. The time spent developing low-tech assistive technology

supports is reimbursable.

▪ If low-tech assistive technology supports are created with the family,

during a visit, this time is reimbursable as part of the service being

provided.

▪ If low-tech assistive technology supports are created at the EI office, this

time is reimbursable using code T1016 Service Coordination. The number

of units for this activity is limited to 2.

➢ Activities occurring at the EI office related to assistive technology such as reviewing/

researching products; coordination around purchasing; and vendor consultations are

considered service coordination activities and are reimbursable using code T1016

Service Coordination.

➢ Consultations activities with parents or professionals by phone are considered service

coordination.

➢ Use code T1016 Service Coordination for updates to the IFSP.

➢ When two providers utilize shared billing, the secondary provider must use

T1016TFU2 for service coordination activities related to the shared case.


49

Team Coordination Team Coordination may include the following activities:

• Team planning for individualized interventions;

• Reviewing progress based on data;

• Working together as a team;

• Sharing information, strategies and interventions; and

• Participating in planned clinical conversations between members of the team which

impact IFSP outcomes or strategies

Billing Guidance

➢ Team Coordination may be provided by the IFSP team. This includes membership on

the evaluation team, and/or providing direct services or consultations listed on the IFSP

and consultations to the IFSP team by other members the EI staff with discipline

specific professional expertise.

➢ A Team Coordination meeting must be at least 15 minutes and must have an impact on

the child’s IFSP (i.e. outcome or strategies). These are planned clinical conversations.

➢ The SRF for team coordination should describe the discussion and indicate the results

of the discussion (impact on the child’s IFSP).

➢ Team Coordination without the parent present is limited to 2 units per day.

➢ Teams may utilize Team Coordination T1016TF or T1016TG depending on the

numbers of staff participating. Team Coordination is billed by child and by case

complexity. One person utilizes code T0161TF and signs the SRF and other team

members) must sign the SRF utilizing code 990 TC (Team Coordination).

For T1016TG at least one Level II practitioner utilizes code T1016TG and signs the

SRF representing the meeting.

➢ Team Coordination may be utilized for IFSP development activities such as the

development of outcomes, and services and annual or periodic review of the IFSP if the

family is present and more than one member of the team is required. Up to 10 units of

team coordination may be billed for IFSP development activities.

➢ Providers may bill team coordination for sharing, gathering/organizing assessment

information for the Child Outcomes Summary process as part of transition.

➢ Team Coordination may occur at a visit prior/after a discipline specific evaluation.


50

➢ When an Early Intervention provider is providing services for a child from another EI

program utilizing shared billing, Team Coordination between one EI provider and the

other is reimbursed utilizing codes T1016TFU1 and T1016TFU2. Each provider

submits a separate SRF documenting the meeting and the main EI provider uses code

T1016TFU1 and the other EI Provider uses code T1016TFU2.

➢ Team Coordination between EI providers from different agencies may occur for up to

three staff. If two staff are from one EI agency they would utilize T1016TF and the

other EI provider would utilize T1016TFU1. In the rare instance where three EI

agencies share a child, Team Coordination may be provided by utilizing code T1016 by

the main provider and T1016TFU1 and T1016TFU2 by the other providers.

➢ Service Coordination may not be billed in combination with to Team Coordination.

➢ Team Coordination does not mean supervision.

➢ Use Team Coordination code T1016TF or T1016TG (depending on the number of

staff) to provide individualized intervention planning for a child in a group. Team

Coordination does not include room set up; cleaning; or precutting art materials or

theme-based planning. It does not include general debriefing after a group session.

Team Coordination is individual planning for a specific child within the infant/toddler

curriculum by the IFSP team/group team and includes the specialized support the child

needs. The accompanying SRF must be individualized for that specific child and

summarize the discussion and plan for that child. The SRF must also clearly reference

the individualized IFSP outcomes being worked on. Example:

Team Coordination Example:

T1016TG Team

Coordination

(3 staff)

Team meets for 15 minutes to discuss the child's

new ability to make a simple choice between 2

activities. However, transition from motor activity

to quiet play has become much more difficult.

Team discusses how to move communication to

the next benchmark and also how to use an object

board to help with this transition. SLP will coach

family to use board during play time with Dad.

Bill T1016TG for 15 minutes for this individual

child only.

➢ Team Coordination for a child participating in a group occurs separately for each

specific child as it occurs. This means more than one child may not be billed for Team

Coordination at the same time. For example, if Team Coordination meetings occur for

each child in a group which had six children, each child would be discussed for 15

minutes and a separate SRF describing each discussion would be submitted. (i.e. the

team would have met totally for 90 minutes.)


51

➢ Team Coordination must represent at least 2 staff members in order to bill. One

practitioner signs the SRF listing the actual minutes of the Team Coordination meeting;

other staff participating sign the SRF utilizing code 990TC.

➢ Team Coordination is not reimbursable between a PTA and PT, OT and a COTA, and

an SLPA and an SLP.

➢ Team Coordination is not a service listed in the IFSP.


52

Supervision

Supervision includes:

For the purpose of Early Intervention, supervision is “reflective supervision”*, a

relationship-based supervisory approach that supports various models of relationship-based

service delivery. It fosters effective connections with parents, children, and colleagues and

these enhanced connections lead to higher quality programs. In RI, the model for this

supervision is an integrated approach combining mentoring and monitoring.

Billing Guidance

➢ In order to utilize code H0046 supervision must be related to an individual child/family.

Supervision is billed per child. The EI supervisor must provide reflective supervision.

Components of reflective supervision include regular scheduled meetings, a

collaborative relational approach and an emphasis on reflection.

➢ Documentation on an SRF should be maintained in the child’s file and must consist of

date of supervision, a brief summary of the discussion (including child’s name), the

length of time and the signatures of the supervisor and the person receiving supervision.

The person supervised utilizes code 990S (Supervision). The maximum allowed is 90

minutes per child per month.

➢ In exceptional circumstances supervision may occur prior to the IFSP. Adequate

documentation on an SRF must be provided.

➢ Reflective supervision does not include the following:

• group discussions, including staff meetings;

• agency operation or billing practices;

• personnel/disciplinary actions;

• observation by a supervisor in a home visit;

• short (less than 15 minutes) unscheduled conversations between clinical

supervisors and staff;

• supervision needed to obtain or maintain certificate, license, or registration

(for example, but not limited to PT supervision for PTA’s, OT supervision

for COTA, BCBA supervision of BCaBA and supervision to obtain a RI

Early Intervention Certificate)

* “Reflective supervision builds staff members’ skills in reflective practice. Reflective practice refers to a way of

working that spans disciplines and encourages staff members to (a) consider the possible implications of their

interventions while in the midst of their work; (b) slow down, filter their thoughts, and more wisely choose actions

and words; (c) deepen their understanding of the contextual forces that affect their work; and (d) take time afterward

to consider their work and the related experiences in a way that influences their next steps.” Reflective Supervision

and Leadership in Infant and Early Childhood Programs by Mary Claire Heffron and Trudi Murch.


53

XIV. SOCIAL WORK SERVICES

Social Work Services:

• Home visits to evaluate a child's living conditions and patterns of parent-child

interaction;

• Social or emotional developmental screening and assessment of an infant or toddler

within the family context;

• Individual and family-group counseling with parent(s) and other family members, and

appropriate social skill-building activities with the infant or toddler and parent(s);

• Intervention to address those problems in a child's and family's living situation (home,

community, and any other location where early intervention supports and services are

provided) that affect the child's maximum utilization of early intervention supports and

services;

• Identification, mobilization, and coordination of community resources and services to

enable the child and family to receive maximum benefit from early intervention supports

and services;






Procedure Codes listed below are for Social Work Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T1027AJ


and Support- Services by a

Clinical Social Worker

15 min

8

$29.96

LCSW*

LICSW**

Social

Work

T1024AJ

Team Treatment-

Services by a Clinical Social

Worker

15 min 8 $ 29.96 LCSW*

LICSW**

N/A

*Licensed Clinical Social Worker, **Licensed Independent Clinical Social Worker





encounter


AJ Licensed Professional


54

Billing Guidance


services during the same session for an individual child/family. An LICSW and LCSW

may use code T1024AJ when providing team treatment. Each member of the team uses

the modifier representing their discipline and each may bill for the entire session. There


Documentation for team treatment must support treatment by 2 individuals, providing two

distinctly different services at the same time for the entire time billed and must include the

parent’s participation in the visit. Team treatment is not listed as a separate service on the

service page of the IFSP but each discipline providing team treatment must be. Two social

workers may not bill team treatment at the same time.


55

XV. SPEECH-LANGUAGE PATHOLOGY

Speech and Language Pathology Services:

• Screening, identification, assessment and intervention services to address the functional,


communication skills, language and speech development, sign language and cued

language training and oral motor functioning, including the identification of specific

communication disorders;

• Referral for medical or other professional services necessary for the habilitation or

rehabilitation of children with communicative or pharyngeal disorders and delays in

development of communication skills’

• Provision of services for the habilitation, rehabilitation or prevention of communicative

or language disorders and delays in development of communication skills’




toddler with a disability in understanding his or her functional development needs and to

enhance his or her development.

Procedure Codes listed below are for Speech-Language Pathology Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

92523 Evaluation of speech sound

production and

expressive/receptive

language

1 1 $299.60

flat rate

*Licensed

SLP

Speech

Pathology

**92523 with

modifier 52

(See below)

Evaluation of speech sound

production and

expressive/receptive

language (abbreviated

procedure)

1 1 $149.80

flat rate

*Licensed

SLP

Speech

Pathology

92522 Evaluation of speech sound 1 1 $149.80

flat rate

*Licensed

SLP

Speech

Pathology

T1027GN Family Training Education

and Support-Services

provided by an SLP/SLPA

15 min 8 $ 29.96 *Licensed

SLP

/SLPA

Speech

Pathology

S9446GN


and Support-Speech

Group- Services provided

by an SLP/SLPA

15min 8 $ 14.98 *Licensed

SLP/SLPA

Speech

Pathology

T1024GN Team Treatment-Services

provided by an SLP/SLPA

15 min 8 $29.96 *Licensed

SLP/SLPA

Speech

Pathology * Licensed Speech, Hearing and Language Pathologist/ Licensed Speech, Hearing and Language

Pathologist Assistant


56


92523 Evaluation of speech sound production (e.g. articulation, phonological

process, apraxia, dysarthria), with evaluation of language comprehension

and expression (e.g. receptive and expressive language)

**92523 Code 92523 represents two distinct evaluations. If only an evaluation for

language comprehension and expression is provided, modifier 52 must be

utilized (92523-52) to represent an abbreviated procedure and the rate is

$149.80

92522 Evaluation of speech sound production (e.g. articulation, phonological

process, apraxia, dysarthria)








GN Licensed SLP/SLPA

52 Abbreviated procedure

Billing Guidance

➢ A speech and language evaluation provides functional information regarding the

child’s communication and results in recommendations for strategies, services and

supports. A Speech and Language Evaluation may not be billed at the same time as any

other code. Other staff participating in the Speech and Language Evaluation utilize

code 990E (Evaluation).

➢ When utilizing code 92523 the SRF must document that two distinct evaluations were

provided; an evaluation of sound production as well as an evaluation of receptive and

expressive language. Screenings or brief assessments are not considered an evaluation.

If more than one session is required bill this code when both evaluations are complete.


57

➢ If two evaluations are not administered and only an evaluation of expressive and

receptive language is conducted, use code 92523 with modifier 52 to indicate an

abbreviated procedure. It is expected that due to the time factor in administering two

evaluations and considering the age of the children in early intervention code 92523

with modifier 52 would be typically used rather than code 92523.

➢ Code 92522 is utilized for an evaluation of sound production only (e.g. Goldman-

Fristoe Test of Articulation) and cannot be combined with code 92523.

➢ Billing practices regarding Speech and Language Therapy Group are the same as

Family Training Education and Support (Group) (See VI. Family Training Education

and Support)


services during the same session for an individual child/family. An SLP or SLPA may

use code T1024GN when providing team treatment with a team member who has a

different discipline. Each member of the team uses the modifier representing their

discipline and each may bill for the entire session. There must be a clear, clinical

purpose for team treatment and role for each provider. Documentation for team

treatment must support treatment by 2 individuals, providing two distinctly different

services at the same time for the entire time billed and must include the parent’s

participation in the visit. Team Treatment is not listed as a separate service on the

service page of the IFSP but each discipline providing team treatment must be. A

Speech and Language Evaluation is not a part of Team Treatment.

➢ In cases where there are 2 SLPs on the child’s IFSP, one with an area of specialty with

Deaf and Hard of Hearing, team treatment by both SLPs is allowed. The purpose of the

team treatment is to allow the specialty SLP to demonstrate specific techniques for the

other SLP to incorporate into their treatment. It is expected that this instance of team

treatment would occur on a limited basis. The SRF should describe techniques

demonstrated by the specialty SLP and practice of the techniques by the other SLP. The

specialty SLP should use the T1024GN and the other SLP should use T1024 with no

modifier. Team treatment by the non-specialty SLP must be recorded as FTC on the

IFSP.

➢ Team treatment may be used when two members of a team provide an assessment at the

same time (for example an RN and a SLP conduct a feeding team evaluation for a child

with significant feeding issues; or a co-visit by a PT and OT to do a comprehensive

assessment/consult to specifically look at motor functions for a child.)


58

XVI. TRANSPORTATION

Transportation Services

Transportation and related costs include the cost of travel (e.g., mileage, or travel by taxi,

common carrier or other means) and other costs (e.g., tolls and parking expenses) necessary to

enable an eligible child and the child's family to receive EI services.

Procedure Codes listed below are for Transportation and related costs

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

T2004 Transportation

One

way

2 $ 9.99 N/A N/A


T2004 Non-Emergency Transport. Commercial Carrier, Multi-Pass

Billing Guidance

➢ T2004 may be utilized to cover the cost of travel (taxi or other commercial method) for

parent and child to participate in Early Intervention when no other method of

transportation is available (including a bus pass) and there is documentation of a justified

reason for the service not to be provided in the natural environment. Transportation must

be arranged through the child’s primary insurance if available. Providers may not bill for

transportation if it is provided through the child’s insurance. Transportation is a covered

benefit for RIteCare members. Information regarding this benefit is available in the

members handbook or online at www.nhpri.org ,www.uhccommunityplan.com or

www.tuftshealthplan.com/ritogether

➢ Transportation must be indicated on an SRF, with accompanying service. It is not needed

on the IFSP services page.

➢ This code does not cover staff travel expenses.

http://www.nhpri.org/

http://www.uhccommunityplan.com/


59

XVII. VISION SERVICES

Vision services

• Evaluation and assessment of visual functioning, including diagnosis and appraisal of

specific visual disorders, delays, and abilities that effect early childhood development;

• Referral for medical or other professional services necessary for habilitation or

rehabilitation of visual functioning disorders, or both;

• Communication skills training, orientation and mobility training for all environments,

visual training, and additional training necessary to activate visual motor abilities;




toddler with a disability in understanding his or her functional development needs and to

enhance his or her development.

Procedure Codes listed below are for Vision Services

Procedure

Codes

Description Unit of

Service

Max

Units

Rate Minimum

Criteria

IFSP

Category

V2799

Vision service

(e.g. orientation

and mobility)

15 min 8 $29.96 *See Below Vision

T1024TLHO Team Treatment 15 min 8 $29.96 *See Below Vision * Optometrist/Ophthalmologist Certified Orientation Mobility Specialist or Certified Special

Educator-Visually Impaired.


V2799 Vision Services, Miscellaneous



encounter


TL EI/IFSP

HO Master’s Level


60

Billing Guidance

➢ Team Treatment is when more than one professional is providing services during the

same session for an individual child. A Certified Orientation Mobility Specialist or

Certified Special Educator for the Visually Impaired may use T1024TLHO when

providing team treatment. Each member of the team uses the modifier representing

their discipline and each may bill for the entire session. There must be a clear, clinical

purpose for team treatment and role for each provider. Documentation for team

treatment must support treatment by 2 individuals, providing two distinctly different

services at the same time for the entire time billed and must include the parent’s

participation in the visit. Team treatment is not listed as a separate service on the

service page of the IFSP but each discipline providing team treatment should be.

➢ When Team Treatment is provided by two vision professionals one utilizes Team

Treatment T1024 with the appropriate modifier and the other utilizes code V2799.


61

ADDENDA


62

ADDENDUM A: EARLY INTERVENTION INSURANCE MANDATE

IX TITLE 27

Insurance

CHAPTER 27-18

Accident and Sickness Insurance Policies

SECTION 27-18-64

§ 27-18-64. Coverage for early intervention services.

(a) Every individual or group hospital or medical expense insurance policy or contract providing

coverage for dependent children, delivered or renewed in this state on or after July 1, 2004, shall

include coverage of early-intervention services which coverage shall take effect no later than

January 1, 2005. Such coverage shall not be subject to deductibles and coinsurance factors. Any

amount paid by an insurer under this section for a dependent child shall not be applied to any

annual or lifetime maximum benefit contained in the policy or contract. For the purpose of this

section, "early-intervention services" means, but is not limited to, speech and language therapy,

occupational therapy, physical therapy, evaluation, case management, nutrition, service-plan

development and review, nursing services, and assistive technology services and devices for

dependents from birth to age three (3) who are certified by the executive office of health and

human services as eligible for services under part C of the Individuals with Disabilities

Education Act (20 U.S.C. § 1471 et seq.).

(b) Insurers shall reimburse certified, early intervention providers, who are designated as such by

the executive office of health and human services, for early intervention services as defined in

this section at rates of reimbursement equal to, or greater than, the prevailing integrated state

Medicaid rate for early intervention services as established by the executive office of health and

human services.

(c) This section shall not apply to insurance coverage providing benefits for: (1) Hospital

confinement indemnity; (2) Disability income; (3) Accident only; (4) Long-term care; (5)

Medicare supplement; (6) Limited-benefit health; (7) Specified disease indemnity; (8) Sickness

or bodily injury or death by accident or both; and (9) Other limited-benefit policies.

History of Section.

(P.L. 2004, ch. 595, art. 22, § 1; P.L. 2004, ch. 598, § 2; P.L. 2005, ch. 97, § 1; P.L. 2005, ch. 99,

§ 1; P.L. 2008, ch. 475, § 81; P.L. 2015, ch. 141, art. 5, § 4; P.L. 2016, ch. 142, art. 7, § 1.)


63

ADDENDUM B: EARLY INTERVENTION SERVICES CODES, UNITS, RATES Code Rate Unit Max

Units Minimum Criteria When is This Used IFSP

Category T1023 Flat Rate

$157.32 1 1 Practitioner Level I Intake N/A

H2000 Flat Rate $734.04

1 1 Practitioner Level II Comprehensive Multidisciplinary Evaluation/Assessment

N/A

T1023TL Flat Rate $34.96

1 1 Practitioner Level I Individual Family Service Plan Meeting (Initial/Annual)

N/A

T5999 As billed 1 Practitioner Level II Assistive Technology Assistive Technology

V5008 $29.96 15 Min 8 Practitioner Level II Hearing Screening Audiology

92557

$29.96

15 Min 8 Licensed Audiologist Comprehensive Audiometry Threshold Evaluation

Audiology

V5010 $29.96 15 Min 8 Licensed Audiologist Assessment for Hearing Aid(s) Audiology

T1027 T1027TD T1027AE T1027HP T1027TG T1027AJ T1027TGHO

$29.96 15 Min 8 Practitioner Level II* Family Training Education and Support (Individual)

FTC Nursing Nutrition Psychology Psychology Social Work FTC

T1027HN $20.48 15 Min 8 Practitioner Level I FTC

S9446TF $14.98 15 Min 8 Practitioner Level I Family Training Education and Support (Group)

FTC

S9446TG $19.19 15 Min 8 Practitioner Level II

Family Training Education and Support (Group) Intensive (3 Staff)

FTC

S9446 $14.98 15Min 10 Practitioner Level II Family Training Education and Support-Parent Education (Group)

FTC

T1027GO $29.96 15 Min 8 Licensed OT/COTA Individual OT OT

S9446GO $14.98 15 Min 8 Group OT OT

97165

$149.80 Flat Rate

1 1 Licensed OT OT Evaluation Low Complexity

OT

97166

$149.80 Flat Rate

1 1 Licensed OT OT Evaluation Moderate Complexity

OT

97167

$149.80 Flat Rate

1 1 Licensed OT OT Evaluation High Complexity OT

97168 $149.80 Flat Rate

1 1 Licensed OT OT Reevaluation OT

T1027GP $29.96 15 Min 8 Licensed PT/PTA Individual PT PT

S9446GP $14.98 15 Min 8 Group PT PT

97161 $149.80 Flat Rate

1 1 Licensed PT PT Evaluation Low Complexity PT

97162 $149.80 Flat Rate

1 1 Licensed PT PT Evaluation Moderate Complexity PT

97163

$149.80 Flat Rate

1 1 Licensed PT PT Evaluation High Complexity PT

97164 $149.80 Flat Rate

1 1 Licensed PT PT Reevaluation PT

T1027GN $29.96 15 Min 8 Licensed SLP/SLPA Individual SLP Speech

S9446GN $14.98 15 Min 8 Group SLP Speech

92523 $299.60 Flat Rate

1 1 Licensed SLP Evaluation of speech sound production with an eval of language comprehension and expressive lang.

Speech


64

Code Rate Unit Max Units

Minimum Criteria When is This Used IFSP Category

92523-52 $149.80 Flat Rate

1 1 Licensed SLP Evaluation of language comprehension and expressive language only

Speech

92522 $149.80 Flat Rate

1 1 Licensed SLP Evaluation of speech sound production

Speech

T1013 $17.65 15 16 N/A Interpretation N/A

T1013TL $17.65 15 16 N/A Translation N/A

T2004 $9.99 1 Way 2 N/A Transportation N/A

T1016 $17.48 15 Min 10 Practitioner Level I Service Coordination N/A

T1016TF $34.96 15 Min 10* Practitioner Level I

Team Coordination Moderate Level (2 Staff) * 10 units-parent present 2 units parent not present

N/A

T1016TG $52.44 15 Min 10* Practitioner Level I

Team Coordination Complex Level (3 Staff – 2 or more professionals) * 10 units-parent present 2 units parent not present

N/A

T1016TFU1 T1016TFU2

$17.48 $17.48

15 Min 15 Min

10* 10*

Practitioner Level I Team Coordination/Service Coordination Moderate Level (Providers utilizing shared billing) * 10 units-parent present 2 units parent not present

N/A

H0046 $47.44 15 Min 2 Practitioner Level I Supervision N/A

T1024 T1024TD T1024AE T1024HP T1024TG T1024AJ T1024TGHO T1024GO T1024GP T1024GN T1024TLHO

$29.96 15 Min 8 Practitioner Level II

Team Treatment (two professionals providing distinctly different services for a clinical purpose during the same session, at the same time, for the same child/family.

Team Treatment does not need to be separately listed on the IFSP but individual services must be

T1024HN $20.48 15 Min 8 Practitioner Level I N/A

V2799 $29.96 15 Min 8 Certified Mobility Specialist/Special educator for the blind-partially sighted

Vision Service Vision

96111 $149.80 Flat Rate

1 1 Psychologist Developmental Testing Psychology

Family Education Training and Support T1027 (use modifiers as listed)*

No modifier: Certified Educator, Master’s in Ed. or related field Nurse (TD), Nutritionist/Dietitian (AE), Psychologist (HP), Marriage & Family Therapist/ Licensed Mental Health Counselor/ Master’s in Psychology/ Master’s in Counseling/ BCBA/ BCaBA (TG), LICSW/ LCSW (AJ), Teacher of the Deaf (TGHO), Bachelor’s Level (HN), PT/PTA (GP), OT/COTA (GO), SLP/SLPA (GN)

Team Treatment T1024 (use modifiers as listed)*

No modifier: Certified Educator, Master’s in Ed. or related field Nurse (TD), Nutritionist/Dietitian (AE), Psychologist (HP), Marriage & Family Therapist/ Licensed Mental Health Counselor/ Master’s in Psychology/ Master’s in Counseling/ BCBA/ BCaBA (TG), LICSW/ LCSW (AJ), Teacher of the Deaf (TGHO), Bachelor’s Level (HN), PT/PTA (GP), OT/COTA (GO), SLP/SLPA (GN), Certified Mobility Specialist or Special Educator for the blind-partially sighted (TLHO)


65

ADDENDUM C: SERVICES RENDERED FORM

Rhode Island Early Intervention Program Services Rendered Form ID: ___________________

Last Name ______________________________ First Name ____________________________ MI _____ DOB: _____/_____/_____

Service Date: _____/_____/____ Service Coordinator: ________________________ Insurance Coverage Change ❑ Yes ❑ No

Cancellation:

❑ No Show

❑ Cancel/Family Issue

❑ Provider Cancel

Visit Participants:

Service Location: ❑ H (Home)

❑ C (Community)

❑ CB (Center Based)

❑ EIGC.(EI Group in the Community ❑ N/A (Not Applicable)

Outcomes Addressed:

Describe new skills or progress the child has made or any updates by the family:

Visit Description: Describe interaction between provider and parent/caregiver and child. Include observations, modeling, coaching and discussion highlights.

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Things to work on before the next visit:

Plan for next session:

Provider/Signature: Date: Service Code: Minutes:

1._____________________________ _______________ ____________

2.______________________________ _______________ ____________

3.______________________________ _______________ ____________

NEXT VISIT: _________________________

TIME:

________________________

PRIOR WRITTEN NOTICE-

An IFSP meeting occurs when there are decisions to be made about starting, stopping, changing or refusing services for your child or family. Early Intervention is required to provide you with prior written notice within a reasonable time before an IFSP Meeting. This is your notice that the following IFSP Meeting has been scheduled:

❑ IFSP meeting. (Initial, Annual, Review, Update or Transition meeting) Date of IFSP Meeting ______/______/_____ Time:__________

❑ I have received a copy of my procedural safeguards. These rights have been explained to me and I understand them.

Parent/Guardian Signature:_________________________________________________ Date____/_____/____ Services Rendered Form (#1003) Rev. 11/01/2013


66

ADDENDUM D: MEDICAID PROVIDER INFORMATION

DXC Technology (DXC) is the fiscal agent for the Executive Office of

Health and Human Services (EOHHS) and its Medicaid Program, and as

the fiscal agent for EOHHS, is responsible for provider enrollment, claims

processing and reconciliation.

DXC can be reached by calling:

**784-8100 for local and long-distance calls

**1-800-964-6211 for in-state toll calls or border community calls

Early Intervention Agencies can find the information they need to conduct business with RI

Medicaid using the links below. For general information visit: www.eohhs.ri.gov.

Provider Enrollment

• Provider enrollment is completed electronically through the RI Healthcare Portal at

https://riproviderportal.org

• Step by step instructions are found on the homepage of the RI Healthcare Portal.

• For detailed information on the enrollment process, visit the Provider Enrollment

webpage at: http://www.eohhs.ri.gov/ProvidersPartners/ProviderEnrollment.aspx

• To view the Provider Agreement, and to access the Electronic Funds Transfer form (EFT)

or the W-9 form, visit the Provider Enrollment page at:

http://www.eohhs.ri.gov/ProvidersPartners/ProviderEnrollment.aspx

• Enrollment utilizes the National Provider Identifier (NPI) number assigned by the NPI

Enumerator.

• The National Plan and Provider Enumeration System (NPPES) is the contractor hired by

CMS to assign and process the NPIs, to ensure the uniqueness of the health care provider,

and generate the NPIs. Providers can apply at the following website:

https://nppes.cms.hhs.gov/NPPES/Welcome.do

Enrolling as Trading Partner

• Each billing provider, clearinghouse, or billing service that directly exchanges electronic

data with DXC must enroll as a Trading Partner.

• Trading Partner enrollment is completed through the RI Healthcare Portal at

https://riproviderportal.org

• Step by step instructions are included on the homepage of the RI Healthcare Portal.

• Providers may review the Trading Partner agreement form on the homepage of the

RI Healthcare Portal.


https://riproviderportal.org/



https://nppes.cms.hhs.gov/NPPES/Welcome.do

https://riproviderportal.org/


67

• Once enrollment is completed, the provider will be assigned a Trading Partner

identification number (TPID).

• This TPID must be registered in the RI Healthcare Portal. Registration instructions are

located on the Healthcare Portal resource page at:

http://www.eohhs.ri.gov/ProvidersPartners/HealthcarePortal.aspx

Eligibility Verification

There are two processes for Medicaid Providers to verify recipient Medicaid eligibility. These

include:

• Verification of eligibility through the Healthcare Portal

o Registered Trading Partners can access eligibility information for RI Medicaid

beneficiaries 24 hours per day/7 days per week.

o By selecting the eligibility tab, benefit details are displayed by searching with the

individuals Medicaid Identification Number (MID) and dates of service.

o The web portal generates an enrollment verification number for that inquiry.

o Early Intervention Agencies should maintain this verification number.

o Recipients who are eligible for Early Intervention services will have an eligibility

description as Categorically Needy, Medically Needy or Early Intervention

Benefits only.

• Contact the Customer Service Help Desk managed by DXC

o To verify eligibility through the CSHD, an Early Intervention Agency will need

the NPI, the dates of service being verified, (up to 365 days from date of service),

and the recipient’s Medicaid Identification Number (MID).

o To contact the CSHD:

• CSHD allows providers 5 transactions per phone call

• Call 1-401-784-8100 for local or long-distance calls

• Call 1-800-964-6211 for in-state toll or border state community calls

Other Healthcare Portal Services

Providers may also access the following information through the Healthcare Portal:

• Claim Status (the information contained on the Remittance Advice, which is processed

two times a month)

• Prior Authorization Status

• Remittance Advice Amount and Remittance Advices

http://www.eohhs.ri.gov/ProvidersPartners/HealthcarePortal.aspx


68

ADDENDUM E: SUBMITTING CLAIMS TO RI MEDICAID

Electronic Submission of Claims

Electronic billing of claims is the preferred method.

• No paper claim forms needed

• No original signature required

• Faster more efficient processing

To expedite submission of electronic claims, DXC provides free, HIPAA compliant software:

Provider Electronic Solutions (PES)

• The software is available for download on the PES webpage found at:

http://www.eohhs.ri.gov/ProvidersPartners/BillingampClaims/ProviderElectronicSolution

sPESSoftware.aspx

• Installation instructions are also found on this page.

Paper Claims

In the event that a paper claim must be submitted, providers must use the CMS 1500 claim form

(Version 02/12).

Instructions for completing the form are found at:

http://www.eohhs.ri.gov/Portals/0/Uploads/Documents/cms1500_directions.pdf

Note: If client is insured by a self-funded insurance plan and denial is received, the Early

Intervention Agency may send to DXC for payment. Submit claim on paper with the EOB from

the primary insurance or electronically indicating that it is a self-funded plan.

Frequently Asked Questions:

How to determine if patient has met the maximum benefit allowed?

• Typically, the EOB from the primary insurance will deny claims with an EOB that states

recipient has reached their maximum benefit allowed.

What to do when you think a claim has been processed in error?

• If you can correct the error, then the claim can be resubmitted

• If you need assistance understanding a denial reason then contact our Customer Service

Help Desk at 784-8100 for local or long-distance calls or call 1-800-964-6211 for in-state

toll or border state community calls

When can claims be sent to DXC for payment?

• After the primary insurance has denied a claim, has made a partial payment, or the

maximum benefit has been reached.

What does DXC require from the EI providers to “prove” that the commercial carrier does

not cover these benefits? (either as not included in benefit package or as patient has already

met their maximum)

http://www.eohhs.ri.gov/ProvidersPartners/BillingampClaims/ProviderElectronicSolutionsPESSoftware.aspx

http://www.eohhs.ri.gov/ProvidersPartners/BillingampClaims/ProviderElectronicSolutionsPESSoftware.aspx

http://www.eohhs.ri.gov/Portals/0/Uploads/Documents/cms1500_directions.pdf


69

• If submitting claims on paper to DXC then the EOB from the primary carrier must be

included or include the Third Party Insurer Coordination of Benefits Form indicating the

maximum benefit has been reached or that the primary insurance does not cover EI

benefits.

• If submitting electronically then the provider must code the claim to indicate what the

primary insurance has done: denied the claim, made a payment, maximum benefit, non-

covered, self-funded, etc.

DXC DENIALS PAYMENT PROCESS

In order to reduce the turnaround time for claims you send to DXC, please bill the following

scenarios electronically:

• Self-Insured (No EI benefit)

• Benefits Exhausted

When creating the claim in the DXC Provider Electronic Solutions software, check Yes on

Header 3 to indicate the client has other insurance. Complete the Policy Holder Information on

the Other Insurance (OI) Tab. On the Other Insurance Adjustment (OI ADJ) Tab, see the table

below for the appropriate codes to use for the Adjustment Group and Reason codes. If using

software other than PES, please forward this information to your software vendor.

Adjustment Group Code Adjustment Reason Code

Self-Insured PR – Patient Responsibility 96 – Non Covered Charges

Benefits Exhausted PR – Patient Responsibility 119 – Benefits Maximum for

this time period or occurrence

has been reached

If you have any questions please feel free to call Karen Murphy at (401) 784-8004 or email

[email protected]


Rhode Island Medical Assistance Claim Reimbursement Guidebook for Early Intervention Services - July 1, 2019 70

THIRD PARTY INSURANCE COORDINATION OF BENEFITS

EARLY INTERVENTION Date:

Provider ID Provider Name _______________________________

Patient Name: Patient MID Dates of Service Procedure Code(s)

________________________

Name of Primary Commercial Health Insurer: Policy Holder name: Policy Number:

Name of Secondary Health Insurer (if any): Policy Holder name: Policy Number:

EI Benefits Exhausted for this calendar year. Total amount of benefits Paid $_____________ for year ended _____________

Primary Commercial Insurer Does Not Cover EI Benefits:

Employer (through whom insurance is provided): ______________________ Explain: _____________________________

______Secondary Commercial Insurer Does Not cover EI Benefits:

Employer (through whom insurance is provided): ______________________ Explain: _______________________________

Other (Please Explain)

Provider/Agency Confirmation Of Denied Services

I certify that to the best of my knowledge, I have determined that the EI services are not covered under the benefits of this commercial

insurance policy as documented above.

Name: Signature: Date: EITPL 1.00 (January 2005)


71

ADDENDUM F: HEALTH PLAN CONTACTS FOR EI PROVIDERS

Some insurance companies have provided a specific provider representative for Early

Intervention providers:

Medicaid-Fee for Service: DXC Technology

Karen Murphy (401) 784-8004 [email protected]

Medicaid-RIteCare and Commercial: Neighborhood Health Plan of Rhode Island Provider Claims Service Department Monday through Friday, 8:00 a.m. to 4:00 p.m. Direct Line (401) 459-6060

This department offers real time claims adjustments, and detailed status on claims (when more information is needed

other than what is on NaviNet). Any additional information regarding claims submission, billing requirements, etc.

can be handled through this unit.

Primary Contact Julie Sowa (401) 427-8281 [email protected]

*Communications from EOHHS should be directed to Nancy Hermiz, [email protected], or Julienne Stenberg,

[email protected].

Medicaid-RIteCare and Commercial: UnitedHealthcare of New England For any claim or eligibility issue, providers should first call the Provider Service line. If an issue is not resolved by

the Provider Service line, the Provider Escalation Line can be used. When both these means cannot resolve an issue,

the Primary Contact should be called.

Provider Services (Claims Related Issues) (877) 842-3210

Provider Escalation Line (860) 702-6133

Primary Contact Maria Bravo (401) 732-7336 maria_b_bravo @uhc.com

Medicaid-RIteCare and Commercial: Tufts Health Plan For any claim or eligibility issue, providers should first call Tufts Health Plan Provider Services. If the issue is not

resolved, the primary contact should be called.

Provider Services (888) 884-2404

Primary Contact Padrick

Shaughnessey

(617) 972-9411

x52993

[email protected]

Secondary Contact Patrick Ross (617) 923-5946 [email protected]

Commercial: Blue Cross Blue Shield of Rhode Island

Provider Service Center (Claims Related Issues) (401) 274-4848 or 1-800-230-9050

Provider Relations Box [email protected]

Primary Contact Marisa Calicchia (401) 459-5600 [email protected]

*Communications from EOHHS regarding coding should be directed to Wendy Lambert, [email protected].

Contact Nancy Silva, Senior Medical Policy Analyst, regarding policy updates, state mandates and general notifications

about Early Intervention at [email protected] or (401) 459-5988.









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